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HomeMy WebLinkAbout2014-297 IT - ClientFirst Consulting Group LLC for RFP Generation and Issuance $49,861 -?p/JV- a97 [Departmental Use Only] TITLE OCIT Client First P2 FY 2014 NORTH CAROLINA SERVICES AGREEMENT UNDER$90,000.00 ORANGE COUNTY This Services Agreement (herinafter "Agreement"), made and entered into this 16th day of June, 2014, ("Effective Date") by and between Orange County, North Carolina a body politic and corporate of the State of North Carolina (hereinafter, the "County") and Client First Technology Consulting, (hereinafter, the "Provider"). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Agreement is for services to be rendered by Provider to County with respect to (insert type of project): See attached "Proposal for Land Management Software Selection Assistance". ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. iii) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the performance of these services. Provider is solely responsible for the professional Revised 9/13 1 quality, accuracy and timely completion and/or submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions, in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. iii) The Provider shall not, except as otherwise provided for in this Agreement, subcontract the performance of any work under this Agreement without prior written permission of the County. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship. iv) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider only and not of the County, and any and all claims that may or might arise under any workers compensation or other law or contract on behalf of said employees while so engaged shall be the sole obligation and responsibility of the Provider. v) Provider agrees that Provider, its employees, agents and its subcontractors, if any, shall be required to comply with all federal, state and local antidiscrimination laws, regulations and policies that relate to the performance of Provider's services under this Agreement. vi) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it and/or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. vii) In determining the basic services to be provided, should any documents be referenced in this Agreement, the terms of this Agreement shall have priority in any conflict between the terms of referenced documents and the terms of this Agreement. Should a request for proposals and a proposal be referenced the terms of the request for proposals shall have priority over the terms of any proposal. 3. Basic Services a. Basic Services. The Services to be rendered pursuant to this Agreement are as follows (fully describe services to be provided): See attached "Land Management System Selection Assistance Work Plan" 4. Duration of Services a. Term. The term of this Agreement shall be from 06/16/2014 to 06/16/2015. b. Scheduling of Services. i) The Provider shall schedule and perform its activities in a timely manner. Revised 9/13 2 ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project schedule at no additional cost to the County. iii) The Commencement Date for the Provider's Basic Services shall be 06/16/2014. 5. Compensation a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services under this Agreement except for any authorized Reimbursable Expenses which are defined herein. The maximum amount payable for Basic Services shall not exceed Forty Nine Thousand, Nine Hundred Sixty One Dollars ($49,861). Payment for Basic Services shall become due and payable within thirty (30) days of Provider properly invoicing County. Payment shall be subject to provisions of Section 5(b). b. Disputes. In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute. Should Provider fail to perform its duties under the terms of this Agreement, County may, without fault or penalty, withhold any payment associated with the work to be performed until such time as said work is completed. c. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Jim Northrup, CIO) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any additional insurance as may be required by Owner's Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at hqp://oran e� countync.gov/purchasing/contracts.asp). If Owner's Risk Manager determines additional insurance coverage is required such additional insurance shall consist of N/A (if no additional insurance required mark N/A as being not applicable). Revised 9/13 3 Provider shall not commence work until such insurance is in effect and certification thereof has been received by the Owner's Risk Manager. 8. Indemnity a. Indemnity. The Provider agrees to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from bodily injury including death or property damage to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. 10. Termination a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days' prior written notice to the Provider. b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven (7) days' prior written notice of its intent to terminate this Agreement for cause. c. Compensation After Termination. i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Provider. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. Revised 9/13 4 11. Additional Provisions a. Limitation and Assignment. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. b. Governing Law. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. c. Compliance with Laws. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all anti-discrimination laws. Pursuant to the terms of North Carolina General Statute 153A-449(b) no county may enter into a contract with a contractor unless the contractor and the contractor's subcontractors comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. Where applicable, failure to maintain compliance with the requirements of Article 2 of Chapter 64 of the General Statutes constitutes Provider's breach of this Agreement. By executing this Agreement Provider affirms Provider is in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County,North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. The Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. e. Entire Agreement. This Agreement represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. f. Severability. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. g. Ownership of Work Product. Should Provider's performance of this Agreement generate documents, items or things that are specific to this Project such documents, items or things shall become the property of the County and may be used on any other project without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. h. Non-Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. Revised 9/13 5 In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non-appropriation of public funds. It is expressly agreed that County shall not activate this non-appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and/or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provider of such limitation or change in County's legal authority. i. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following: Orange County Provider's Name Attention:Jim Northrup, CIO David Krout P.O. Box 8181 1181 California Ave, Ste 170 Hillsborough,NC 27278 Corona, CA 92881 [SIGNATURE PAGE TO FOLLOW] Revised 9113 6 IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: PROVIDER:yj) By: By: unty Mana er Printed Name and Title This ins erit h been approved as to technical content. Jim Nort e ment Director This instrument as been pre-audited in the manner required by the Local Government Budget and Fiscal Contr 1 Act. f�� U"C., Office of the Chief Financial Officer This instrument has+een approved as to form and legal sufficiency. ice of the County ttorney Revised 9/13 7 CLIEFIR-01 PESA DATE(MM/DD/YYYY) ,a`coR° CERTIFICATE OF LIABILITY INSURANCE 1 6118/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. if SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER (888)825-4322 NAME: Bowermaster&Associates PHCNNo Ext:888-825-4322 ac No):714-252-8253 P.O.BOX 6026 E-MAIL 10805 Holder Street-Suite 350 ADDRESS: Cypress,CA 90630 INSURER(S)AFFORDING COVERAGE NAIC# INSURERA:Valley Fore Insurance Company 20508 INSURED Client First Consulting Group,LLC INSURERB:The Hartford Insurance Group 00914 1181 California Street INSURER C:Philadel hia Indemnity Insurance Suite 101a INSURERD: Corona,CA 92881 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. IN RI TYPE OF INSURANCE ADDL S B POLICY NUMBER MM/DDY MM DD/YYYY LIMITS LTR GENERAL LIABILITY EACH OCCURRENCE $ 2,000,00 A X COMMERCIAL GENERAL LIABILITY X 2097701290 411512014 411612015 PREMISES E ocTTEr6rence $ 300,00 CLAIMS-MADE OCCUR MED EXP(Any one person) $ 10,00 PERSONAL&ADV INJURY $ 2,000,00 GENERAL AGGREGATE $ 4,000,00 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $ 4,000,00 X POLICY PRO LOC $1-1 AUTOMOBILE LIABILITY EO aBICNdEDtSINGLE LIMIT $ 1,000,00 A ANY AUTO 2097701290 411612014 4116/2015 BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS X HIREDAU70S X NON-OWNED PROPERTY DAMAGE $ AUTOS Per accident UMBRELLA LAB OCCUR EACH OCCURRENCE $ EXCESS LIAB HCLAIMS-MADE AGGREGATE $ DED RETENTION$ $ WORKERS COMPENSATION X WC STATUS OTH- AND EMPLOYERS'LIABILITY T RY LIMIT ER B ANY PROPRIETOR/PARTNER/EXECUTIVE Y❑ NIA 72WECTR6325 4116/2014 4/16/2015 E.L.EACH ACCIDENT $ 1,000,00 OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L.DISEASE-EA EMPLOYE $ 1,000, Ii yes,describe under E. DISEASE-POLICY LIMIT $ 1,000,00 DESCRIPTION OF OPERATIONS below L. C Commercial Errors&Omissions PHSD926611 3131/2014 3/31/2015 Per Claim/Agg-Ded$10 2,000,000/2,000,00 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101,Additional Remarks Schedule,It more space Is required) Orange County,its officers,official agents and employees are Additional Insureds with respects to General Liability per SB146932E. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN Orange County Information Technologies ACCORDANCE WITH THE POLICY PROVISIONS. Keith Chnupa Business.Analyst/Project Manager AUTHORIZED REPRESENTATIVE 131 W Margaret Ln. — --- Hillsborough,NC 27278- ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010/05) The ACORD name and logo are registered marks of ACORD � � SB-146932-E (Ed. 06/11) THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BLANKET ADDITIONAL INSURED - LIABILITY EXTENSION This endorsement modifies insurance provided under the following: BUSINESSOWNERS LIABILITY COVERAGE FORM Coverage afforded under this extension of coverage endorsement does not apply to any person or organization covered as an additional insured on any other endorsement now or hereafter attached to this Policy. 1. ADDITIONAL INSURED—BLANKET VENDORS own acts or omission or those of its employees or anyone else acting on its WHO IS AN INSURED is amended to include as an behalf. However, this exclusion does not additional insured any person or organization (referred apply to: to below as vendor) with whom you agreed, because of a written contract or agreement to provide (1) The exceptions contained in insurance, but only with respect to "bodily injury' or Subparagraphs d. or f.; or "property damage"arising out of"your products"which (2) Such inspections, adjustments, tests or are distributed or sold in the regular course of the servicing as the vendor has agreed to vendor's business, subject to the following additional make or normally undertakes to make in exclusions: the usual course of business, in I. The insurance afforded the vendor does not apply connection with the distribution or sale of to: the products. a. "Bodily injury' or"property damage" for which 2. This insurance does not apply to any insured the vendor is obligated to pay damages by person or organization, from whom you have reason of the assumption of liability in a acquired such products, or any ingredient, part or contract or agreement. This exclusion does container, entering into, accompanying or not apply to liability for damages that the containing such products. vendor would have in the absence of the 3. This provision 2. does not apply to any vendor contract or agreement; included as an insured by an endorsement issued b. Any express warranty unauthorized by you; by us and made a part of this Policy. c. Any physical or chemical change in the 4. This provision 2. does not apply if"bodily injury"or product made intentionally by the vendor; "property damage" included within the "products- completed operations hazard" is excluded either d. Repackaging, except when unpacked solely by the provisions of the Policy or by endorsement. for the purpose of inspection, demonstration, testing, or the substitution of parts under 2. MISCELLANEOUS ADDITIONAL INSUREDS instructions from the manufacturer, and then WHO IS AN INSURED is amended to include as an g repackaged in the original container; insured any person or organization (called additional e. Any failure to make such inspections, insured) described in paragraphs 2.a. through 2.h. adjustments, tests or servicing as the vendor below whom you are required to add as an additional has agreed to make or normally undertakes to insured on this policy under a written contract or make in the usual course of business, in agreement but the written contract or agreement must connection with the distribution or sale of the be: products; 1. Currently in effect or becoming effective during the f. Demonstration, installation, servicing or repair term of this policy; and operations, except such operations performed 2. Executed prior to the "bodily injury," "property at the vendor's premises in connection with damage"or"personal and advertising injury,"but _ the sale of the product; Only the following persons or organizations are g. Products which, after distribution or sale by additional insureds under this endorsement and you, have been labeled or relabeled or used coverage provided to such additional insureds is as a container, part or ingredient of any other limited as provided herein; thing or substance by or for the vendor;or h. "Bodily injury" or "property damage" arising a. Additional Insured—Your Work out of the sole negligence of the vendor for its That person or organization for whom you do work is an additional insured solely for liability SB-146932-E Page 1 of 5 (Ed.06/11) SB-146932-E CHA (Ed.06111) due to your negligence specifically resulting This insurance does not apply to "bodily from your work for the additional insured injury,' "property damage or "personal and which is the subject of the written contract or advertising injury" arising out of operations written agreement. No coverage applies to performed for the state or municipality, liability resulting from the sole negligence of c. Controlling Interest the additional insured. The insurance provided to the additional Any persons or organizations with a insured is limited as follows: controlling interest in you but only with respect to their liability arising out of: (1) The Limits of Insurance applicable to the (1) Their financial control of you;or additional insured are those specified in the written contract or written agreement (2) Premises they own, maintain or control or in the Declarations of this policy, while you lease or occupy these whichever is less. These Limits of premises. Insurance are inclusive of, and not in addition to,the Limits of Insurance shown This insurance does not apply to structural in the Declarations. alterations, new construction and demolition operations performed by or for such additional (2) The coverage provided to the additional insured. insured by this endorsement and paragraph F.9.of the definition of"insured d. Managers or Lessors of Premises contract" under Liability and Medical A manager or lessor of premises but only with Expenses Definitions do not apply to respect to liability arising out of the ownership, bodily injury" or "property damage" maintenance or use of that specific part of the arising out of the "products-completed premises leased to you and subject to the operations hazard" unless required by the following additional exclusions: written contract or written agreement. This insurance does not apply to: (3) The insurance provided to the additional insured does not apply to "bodily injury," (1) Any "occurrence" which takes place after "property damage," or "personal and you cease to be a tenant in that premises; advertising injury" arising out of the or rendering or failure to render any (2) Structural alterations, new construction or professional services. demolition operations performed by or on b. State or Political Subdivisions behalf of such additional insured. A state or political subdivision subject to the e. Mortgagee,Assignee or Receiver following provisions: A mortgagee, assignee or receiver but only (1) This insurance applies only with respect with respect to their liability as mortgagee, to the following hazards for which the assignee, or receiver and arising out of the state or political subdivision has issued a ownership, maintenance,or use of a premises permit in connection with premises you by you. own, rent, or control and to which this This insurance does not apply to structural insurance applies: alterations, new construction or demolition (a) The existence, maintenance, repair, operations performed by or for such additional construction, erection, or removal of insured. advertising signs, awnings, canopies, f. Owners/Other Interests—Land is Leased cellar entrances, coal holes, driveways, manholes, marquees, An owner or other interest from whom land hoistaway openings, sidewalk vaults, has been leased by you but only with respect street banners, or decorations and to liability arising out of the ownership, similar exposures; or maintenance or use of that specific part of the (b) The construction, erection, or land leased to you and subject to the following additional exclusions: removal of elevators; or (2) This insurance applies only with respect This insurance does not apply to: to operations performed by you or on your (1) Any "occurrence" which takes place behalf for which the state or political after you cease to lease that land; or subdivision has issued a permit. SB-146932-E Page 2 of 5 (Ed.06111) ��� SB-146932-E (Ed. 06111) (2) Structural alterations, new Damage To Property, is replaced by the construction or demolition operations following: performed by or on behalf of such k. Damage To Property additional insured. g p y g. Co-owner of Insured Premises "Property damage"to: A co-owner of a premises co-owned by you 1. Property you own, rent or occupy, and covered under this insurance but only including any costs or expenses with respect to the co-owners liability as co- incurred by you, or any other person, owner of such premises. organization or entity, for repair, replacement, enhancement, h. Lessor of Equipment restoration or maintenance of such Any person or organization from whom you property for any reason, including prevention of injury to a person or lease equipment. Such person or organization damage to anoinjury property; are insureds only with respect to their liability arising out of the maintenance, operation or 2. Premises you sell, give away or use by you of equipment leased to you by abandon, if the "property damage" such person or organization. A person's or arises out of any part of those organization's status as an insured under this premises; endorsement ends when their written contract 3. Property loaned to you; or agreement with you for such leased equipment ends. 4. Personal property in the care, With respect to the insurance afforded these custody or control of the insured; additional insureds, the following additional S. That particular part of any real exclusions apply: property on which you or any This insurance does not apply: contractors or subcontractors working directly or indirectly in your behalf are (1) To any "occurrence" which takes place performing operations,if the"property after the equipment lease expires;or damage" arises out of those (2) To "bodily injury," "property damage" or operations; or "personal and advertising injury" arising 6. That particular part of any property out of the sole negligence of such that must be restored, repaired or additional insured. replaced because "your work" was Any insurance provided to an additional insured incorrectly performed on it. designated under paragraphs b. through h. above Paragraph 2 of this exclusion does not does not apply to "bodily injury" or "property apply if the premises are "your work'and damage" included within the "products-completed were never occupied, rented or held for operations hazard." rental by you. g 3. The following is added to Paragraph H. of the Paragraphs 1,3, and 4, of this exclusion BUSINESSOWNERS COMMON POLICY do not apply to "property damage" (other CONDITIONS: than damage by fire or explosion) to H. Other Insurance premises: 4. This insurance is excess over any other (1) rented to you: insurance naming the additional insured (2) temporarily occupied by you with the as an insured whether primary, excess, permission of the owner,or .r contingent or on any other basis unless a (3) to the contents of premises rented to written contract or written agreement you for a period of 7 or fewer specifically requires that this insurance be consecutive days. .':. either primary or primary and A separate limit of insurance applies to _ noncontributing. Damage To Premises Rented To You as 4. LEGAL LIABILITY—DAMAGE TO PREMISES described in Section D — Liability and gas Medical Expenses Limits of Insurance. 111=111 A. Under B. Exclusions, 1. Applicable to saam Business Liability Coverage, Exclusion k. SB-146932-E Page 3 of'5 (Ed.06/11) CNA S (Ed 06/11) Paragraphs 3, 4, 5, and 6 of this (2) Any partner, if you or an additional exclusion do not apply to liability insured is a partnership; assumed under a sidetrack agreement. (3) Any manager, if you or an additional Paragraph 6 of this exclusion does not insured is a limited liability company; apply to "property damage" included in the "products-completed operations (4) Any "executive officer„ or insurance hazard.” manager, if you or an additional insured is a corporation; B. Under B. Exclusions, 1. Applicable to Business Liability Coverage, the last (5) Any trustee, if you or an additional paragraph of 2. Exclusions is deleted and insured is a trust; or replaced by the following: (6) Any elected or appointed official, if you or Exclusions c, d, e,f, g, h, I, k, I, m, n, and o, an additional insured is a political do not apply to damage by fire to premises subdivision or public entity. while rented to you or temporarily occupied by This paragraph e. applies separately to you you with permission of the owner or to the and any additional insured. contents of premises rented to you for a period of 7 or fewer consecutive days. A 7. Bodily Injury separate limit of insurance applies to this Section F. Liability and Medical Expenses coverage as described in Section D. Liability Definitions, item 3. "Bodily Injury" is deleted and And Medical Expenses Limits Of replaced with the following: Insurance. "Bodily injury" means bodily injury, sickness or C. The first Paragraph under item 5. Damage To disease sustained by a person, including death, Premises Rented To You Limit of Section humiliation, shock, mental anguish or mental D. Liability And Medical Expenses Limits injury by that person at any time which results as Of Insurance is replaced by the following: a consequence of the bodily injury, sickness or The most we will pay under Business Liability disease. for damages because of"property damage" 8. Expanded Personal and Advertising Injury to anyone premises,while rented to you, or Definition temporarily occupied by you, with the permission of the owner, including contents of a. The following is added to Section F. Liability such premises rented to you for a period of 7 and Medical Expenses Definitions, item 14. or fewer consecutive days, is the Damage to Personal and Advertising Injury, in the Premises Rented to You limit shown in the Businessowners General Liability Declaration. Coverage Form: 5. Blanket Waiver of Subrogation h. Discrimination or humiliation that results in injury to the feelings or reputation of a natural We waive any right of recovery we may have person, but only if such discrimination or against: humiliation is: a. Any person or organization with whom you 1. Not done intentionally by or at the have a written contract that requires such a direction of: waiver. 6. Broad Knowledge of Occurrence a. The insured; or b. Any "executive officer," director, The following items are added to E. stockholder, partner, member or Businessowners General Liability Conditions manager (if you are a limited liability in the Businessowners Liability Coverage company)of the insured; and Form: 2. Not directly or indirectly related to the e. Paragraphs a. and b. apply to you or to any employment, prospective employment, additional insured only when such past employment or termination of "occurrence,"offense, claim or"suit"is known p employment of any person. or person by to: any insured. (1) You or any additional insured that is an b. The following is added to Exclusions, Section individual; B.: SB-146932-E Page 4 of 5 (Ed.06111) SB-146932-E CNA (Ed.06111) (15)Discrimination Relating to Room, Personal and Advertising Injury Liability is Dwelling or Premises excluded either by the provisions of the Policy Caused by discrimination directly or or by endorsement. indirectly related to the sale, rental, lease 9. Personal and Advertising Injury Re-defined or sub-lease or prospective sale, rental, Section F. Liability and Medical Expenses lease or sub-lease of any room, dwelling Definitions, item 14, Personal Advertising Injury, or premises by or at the direction of any Paragraph c, is replaced by the following: insured. (16)Fines or Penalties c. The wrongful eviction from, wrongful entry into, or invasion of the right of private Fines or penalties levied or imposed by a occupancy of a room dwelling or premises governmental entity because of that a person or organization occupies discrimination. committed by or on behalf of it's owner, C. This provision (Expanded Personal and landlord or lessor. Advertising Injury) does not apply if N N �i N O r n a 0 m g 0 0 N �M �C.^3 �W SB-146932-E Page 5 of 5 (Ed.06/11) CLIENTFIRST • • , . TECHNOLOGY CONSULTING 7 a Aw PROPOSAL FOR LAND MANAGEMENT SOFTWARE SELECTION 3 AssISTANCE m < Qi%%%j$t ro 4.14 Client Locations Coast-to-Coast Practice Locations North Carolina ors h ear°��� Illinois California 1.800.806.3080 June 4, 2014 CLIENTFIRST TECHNOLOGY CONSULTING June 4, 2014 Mr. Jim Northup Chief Information Officer Orange County, North Carolina 131 W. Margaret Lane Hillsborough, NC 27278 Re: Land Management Software Selection Assistance Dear Mr. Northrup, Thank you for the opportunity to present Orange County ("County's with our proposal for software selection consulting services. Software evaluation and selection consulting is one of our core service offerings, and our consultants have decades of cumulative experience in providing these services to local governments throughout the US. We believe the primary differentiators between CuENTF►RST and many other firms include: Similar Organizations— CL►ENTARST Technology Consulting, LLC specializes in local government agencies. Our objective is to evaluate the County's needs and find the solution that is the best overall fit for your specific requirements, gain buy-in and consensus across the organization, and provide the best value and price proposition. True Independence— CLIENTFIRST is completely independent and unbiased in its analysis and recommendations. We do NOT resell software or employ implementers, trainers, or programmers for software solutions. Expertise and Experience— David Krout, Principal and Applications Consulting Practice Leader, has conducted dozens of software evaluation and selection projects. Our clients say we excel in these areas: • Customizing feature/function assessments to meet your specific needs • Building consensus throughout the organization • Educating your staff • Change management • Improving implementation readiness • Helping gain Management and Council support • Reducing risk Please contact me at 919-883-4223 or dkrout @clientfirstcg.com with any questions regarding our proposal and work plans. We look forward to the opportunity to serve Orange County. Sincerely, David W. Krout,CPA (inactive) Managing Partner NORTH CAROLINA • CALIFORNIA • ILLINOIS 800.806.3080 • FAx 888.478.0495 ... Mill Orange County,North Carolina TABLE OF CONTENTS SOFTWARE SELECTION BACKGROUND ......................... 4 APPLICATION CONSULTING PRACTICE PROFILE............. 6 APPROACH & METHODOLOGY...................................... 9 SOFTWARE SELECTION METHODOLOGY OVERVIEW ..... 10 PROJECT APPROACH ................................................ 11 Projectscope .................................................................................................11 WorkPlan.......................................................................................................12 STAFFING ................................................................. 14 REFERENCES............................................................ 18 FEES........................................................................ 19 FIRMOVERVIEW........................................................ 20 Practical Recommendations .............................................................................21 TrueIndependence.........................................................................................21 National Recognition .......................................................................................21 Industry Recognition — CIO Review..................................................................21 Integrated Technology Solutions Groups ..........................................................23 CLIENTFIRSTTECHNOLOGY CONSULTING Orange County,North Carolina SOFTWARE SELECTION BACKGROUND A software system is analogous to the human brain, receiving and interpreting signals from different parts of the"body,"and integrating this information in a centralized manner. With all the benefits to be gained from a successful modern software implementation, selecting the right �.- _� system and technology is more critical today than ever before. The efficiency and effectiveness of the (� organization is directly dependent on its use of technology and information systems. Organizations are realizing they must take greater advantage of automation and technology to ensure they are better " " positioned to meet growing constituent demands for accountable and transparent services. Additionally, many agencies are in a transformational stage, required to provide better service to their constituents while also coping with greater budget constraints. While these systems can move an organization into another realm of service and efficiency, it is not a"magic wand."' Consider these startling statistics: Without proper preparation, planning, and a methodology for selection and implementation, organizations face many problems and risks, including: • Spending hundreds of thousands and, potentially, millions of dollars more than necessary in total cost of ownership • Failed or prolonged implementation • Implementation of systems that still do not meet the organization's functional needs • Low productivity • Poor contract negotiation position • Lack of and/or reduced integration between other software systems 1 ITC Infotech,"ERP creating the foundation for an efficient organization"2011,http:l/www.itcinfotech.com/err)IeW- benefits.aW—x CL/ENTF/RSTTECHNOLOGY CONSULTING Am Orange County,North Carolina Organizations typically fall short of their implementation goals due to one or more of the following factors: From the beginning, l was impressed • Insufficient definition of system objectives and with how inclusive the process has requirements been. I've never been associated with • Failure to adequately involve both management such a collaborative, cooperative, and and users at appropriate levels engaged selection process. • Underestimating the costs and effort required Outstanding." • Failing to adequately plan for resource —Illinois City Manager requirements • Failing to properly evaluate software and vendor capabilities * .Organization � � While many consulting firms use a boilerplate approach to software selection planning and Strategies, Goals & implementation, we avoid the cookie-cutter feature/function lists to custom-build each — -- client's unique solutions. A broader approach *''Data and Business may give your organization some idea of the Processes steps needed for successful selection and implementation, but our personalized and results-focused approach ensures your " Application Modules organization is evaluating its specific needs. _ and Systems Our structured approach to software selection - -- and implementation gives our clients significant benefits, including: *:i7 Infrastructure I • Significantly lower total cost of ownership • Better implementation readiness • Independent and objective analysis of potential alternatives • An education process for the organization • A better understanding of the capabilities, benefits, and costs $. of each alternative • Selection of systems and technology that satisfies both the short- and long-term objectives and requirements of the organization • Effective contract negotiation through well-documented needs We believe technology should not be implemented just for technology's sake. We approach software implementations with the end-goal of implementing practical, sustainable, and affordable technology for your organization. CLIENTARST TECHNOLOGY CONSULTING r Z Orange County,North Carolina APPLICATION CONSULTING PRACTICE PROFILE Our software selection practice leader, David Krout, CPA (inactive), has been in the software selection and ERP implementation consulting field for over 15 years. During that time he has worked with dozens of agencies as well as one of the foremost local government ERP software vendors. This experience allows him to greatly benefit our clients through a unique approach to software selection. Using his understanding of the vendor point of view, he works with you to navigate the waters of software selection, contract negotiation, and ERP implementation. Mr. Krout specializes in working to identify an organization's strategic, organizational, application, and functional requirements in order to determine which solutions are the best fit for both customer and vendor. His clients appreciate the honesty and diligence with which he conducts his projects, and many clients choose to repeatedly retain our services. TYPICAL INDUSTRY APPROACH CUENTFIRST APPROACH Customized feeuresIftmbom to your Boilerplate requiremer4s BALANCE) NADEQUATE . w ULT requirements collaborative Change Management "Commodity- . . REDUCED (same for alO INCREASED Unbiased, t vendor RISK Limited vendor recommendations Change f Implementation Readiness Illustrated by the graphic above, your level of risk and the probability of achieving a successful implementation is directly related to the amount of proper due diligence employed. The typical industry approach fails in this regard. At CUENTFIRST, we take every possible step to decrease your risk level by ensuring you are employing proper due diligence. We work with your organization to safeguard finding the best overall solution to suit your unique requirements. We help you run your business as economically, efficiently, and transparently as we run ours. Above all else, we pride ourselves on providing quality services with honesty and integrity. Our goal is to help every user in your organization gain an understanding of the selection and implementation process. CUENTFIRST TECHNOLOGY CONSULTING Orange County,North Carolina While we do provide specialized software selection and implementation services, we pride ourselves on our well-rounded practice and approach to this type of project. • • Because of the level of due diligence we require, software vendors welcome the opportunity to respond to our RFP documents. This gives your organization the chance to find the best functionality fit by evaluating an adequate number of responses. In contrast, the same software • vendors are much less likely to respond to the boilerplate approach of other consulting firms. This lack of vendor responsiveness prevents the opportunity to review a variety of options and alternatives, as well as decreases the probability you will achieve a successful and cost-effective implementation. t r • a � r • CvENTFIRST TECHNOLOGY CONSULTING Orange County,North Carolina We have worked with many software vendors throughout the life of our practice. Vendor research, proposal evaluations, demonstration facilitation, and/or contract negotiations have included such vendors as: I I Accela • Kronos Benefits • ADP • Lawson Structured Methodology Advanced Utilities • MainStar • Agresso • Maintenance Connection of- failed or Cityworks • Microsoft Dynamics prolonged • Bi-Tech Municipal Software • Cartegraph • Munis Lower total • of ownership CitTech • MyStaffingPro • Cityview • Navision Independent • objective CRW • New World analysis of potential Eden • NuView alternatives Edge Soft • Oracle • Empower • Pentamation Energov People Soft •- - objectives and • GBA • Practical Software requirements GEMS 0 SAP • Gov Outreach • Springbrook An education process for • GovPartner • Sympro organization Hansen • Sungard • Harris • 3Systems &Software Selection of • •• High Line • Tyler meets the • •, • HTE • Ultimate Software • IFAS 0 CitizenServe short- • InCode ViewPoint Government objectives an• requirements Infor Solutions • Innoprise • BS&A contract Effective -•• • JD Edwards • •h well-prepared and documented Overall project savings CLIENTFIRSTTECHNOLOGY CONSULTING - Orange County,North Carolina APPROACH & METHODOLOGY The main objectives of a new information management system are to take advantage of the advancements in technology, to integrate other solutions, and to improve business processes and accuracy. The needs assessment and system selection processes will evaluate your organization's requirements. This evaluation helps us better understand current and future business practices, and how issues are affecting overall operational efficiency. Because we put our client first, we help you improve your business processes by properly defining your primary objectives and priorities. We utilize our proven, structured methodology to identify your organization's key business drivers. We then combine our knowledge of the software market and experience with N industry best practices '" ' Objectives to find the overall 11 0,a", solution that best meets your needs. r _ Feature Our assessment k ' ' ' Function and System process determines Requirements how well the existing s � system supports your Application ModUles and Systems current business processes. We then identify gaps and ` incorporate them in IT Infrastructure your overall new system requirements. We will ultimately work with you to develop a Request for Proposal (RFP) document, pre-screen qualified vendors, evaluate vendor proposals, and manage demonstration processes. Once the final vendor is selected, we can provide guidance and recommendations for negotiating more favorable contract provisions. • Financial Management • People Management Integration • Utility Billing • eGovernment Utility Billing Online Customer • Interfaces General Ledger • GIS Integration Budgeting, Custonnerinformation Project/Crant A cco tint in System • EDMS/ECM Integration Purchasing,Requisqions Billing/collections • Land Management integration" • Maintenance Management Integration • Community Development Integration , Fixed Assets EVIS,i ECIVI Integration Financial reporling, Land Management Ad hoc Reporting People Management Land Appliwant Tracking Planning Management Inspections Payroll Code Erdforc\ernent Tinn-Tracking g inp CLIENTFIRSTTECHNOLOGY CONSULTING ' • I" Orange County,North Carolina SOFTWARE SELECTION METHODOLOGY OVERVIEW We have developed a four-phase methodology upon which we base our software selection projects. While this serves as the cornerstone of the project, allowing the collaborative process to shape and develop our recommendations and approach will enable us to tailor each step to fit your unique situation. We desire to work in partnership with you to improve the County's information technology environments so technology can better meet the needs of your staff and constituents. F!! • r r•, r $a •.i Ff f 6 • _ • M * �^ ti i• .F '" !c f t• •• • ,:r is •f FY CLIENTFIRST TECHNOLOGY CONSULTING Orange County,North Carolina PROJECT APPROACH PROJECT •P Our processes will help us better understand current, and future, business practices and how various issues are affecting the County's overall operational effectiveness. Our first needs assessment objective will be to interview those affected by the Land Management implementation. These interviews will focus on overall issues, needs, and concerns for the selection and implementation project. This step is critical in gaining an overall understanding of various stakeholder needs, setting expectations, and beginning the critical process of education and consensus-building, which will occur, as a process, throughout the project. Land Management Software Functionality • Planning Projects and Zoning • Permits • Inspections • Code Enforcement • Licensing • Land/Parcel/Address Management • Online Permits • Online Inspections • Online Code Enforcement • Online Licensing Functional/ Focus Areas • Planning • Building • Environmental Health • Inspections • Engineering • Licensing • Code Enforcement • Cash Receipts/ Deposits • Land/Parcel &Address Management • GIS Integration • Finance for Related Accounting CLiEwFIRSTTECHNOLOGY CONSULTING Orange County,North Carolina WORK PLAN Orange County Land Management System Selection Work Plan Phase 2 - RFP Finalization Assistance Business Process Review and Feature/Function Analysis Interview Workshops-Meet with the identified personnel to 1 review existing manual and automated systems and operations,including any custom developed work-around systems/processes. 2 Needs Assessment Questionnairesllnformation Requests-Develop a tailored needs assessment questionnaires related to existing,and future,Community Services system needs to be used during the discovery process with staff. 3 Land Management 1 Community Services Planning Projects Engineering Code Enforcement Licensing 4 Business Problem Identification-We will conduct review workshops with the other key stake holder groups to identify business problems,project goals and objectives and project concerns and issues. Finance Health(EH) OC IT Building&Inspections Emergency Services Solid Waste Tax Administration 5 Needs Analysis&Requirements Document-Review information gathered during interview process,and develop a system requirement specifications. 8 RFP Draft Assembly-We will pull the RFP document together based upon the current recommendations. County will be responsible for reformatting to County standard and final proofing. 7 FeaturelF unction Definition Assistance-Review and consolidate existing Coun feature/functions 8 Additional Vendor Research-Research vendor community to identify 7-10 qualified vendors meeting the County's system and services requirements,and communicate with potential vendors. 11 PWRN 9 RFP Issuance Assistance-Assistance including: Provide process tracking forms and instructions Assist in vendor questions and answers Assist with vendor questions and answers during established proposal response timelines Assist in preparing RFP addenda as necessary CLIENTARST TECHNOLOGY CONSULTING Orange County,North Carolina Phase 3 - Project Team Organization Assistance 3'3 s. �' �""'�. '*d{µ � '+�ti,�k ��� � � '�`��� �`� u'.�. � � �+r s q,`y tt��.',y, 4 dk 1'x��.✓��. x` ��. �w� 3 �r�. Selection Project Team Roles and Responsibilities Assistance-We will assist in educating project stakeholders on 10 defined roles and responsibilities. This will be accomplished by providing the County forms for completion and up to 2 workshops including background concepts,instructions and finalization. The project team organization will also including setting up a PMO office according to Project Management Institutes best practices. Project Team Development-We will work with County's Project Manager to finalize the makeup of the Selection Project 11 Team and document required roles and responsibilities. This process will be according to Project Management Institutes- Project Management Office best practicess. Phase 4 - Vendor Evaluations & Contract Negotiations Assistance ° K yW, 12 Proposal Evaluation-Analyze and evaluate proposal responses including: Completing a preliminary review to determine non-responsive proposals Provide an initial Summary Vendor Comparison Worksheet Prepare forms for use by District selection committee including: A proposal evaluation criteria matrix form A form to submit questions concerning received proposals Analysis Results Workshop to Determine Vendor Finalists(Short List)-Moderate an on-site workshop using the 13 vendor comparison matrix and other vendor proposal materials for the County's selection committee to determine who is to be placed on the short list. 77 7777-7p r� 14 Schedule and Facilitate Vendor Demonstrations-Schedule demonstration dates and facilitate initial vendor demonstrations to ensure that pertinent requirements are addressed(estimate 3 vendors at 2 days each). 15 Reference Checking Documents-Prepare forms to be used by selection committee members during finalist reference checks/calls. County selection committee to conduct reference calls. 16 Post Vendor Demonstration Follow-up-Assist the County with additional finalist vendor(s)follow-up issues and due diligence. Additional requested hours will be billed on a time-and-materials basis. 17 Finalist Selection-Conduct a meeting with the County selection committee to facilitate discussion and finalize the vendor selection,including final vendor rankings. k1.. yg .. .cwy 'k 'S ? 18 Implementation Plan(SOW)Revoew-Work with County and selected vendor to finalize Statement of Work, implementation plan,project management office,resources requirements and timelines. 19 Contract Review&Negotiation Assistance-Assist with contract review and negotiation assistance(in a non-legal capacity). Assumes contract review and negotiations with single primary vendor. CLIENTFIRST TECHNOLOGY CONSULTING - Orange County,North Carolina STAFFING DAVID W. KROUT, CPA INAC'TiVE). MANAGING PARTNER—MANAGEMENT CONSULTING PRACTICE LEADER David Krout has 15 years of experience assisting local governments with a broad scope of information technology (M needs. Mr. Krout specializes in working with organizations to identify their strategic, organizational, application, and functional requirements in order to determine which system and/or specific applications are a proper fit for both the customer and the vendor. David's unique and diversified background in business management, accounting, sales, marketing, and management consulting has given him the ability to collaborate with C-level executives and department staff from a practical, business-management perspective in order to maximize their IT utilization. Having worked for a leading local government enterprise software provider, Mr. Krout brings a unique understanding of consulting, client representation, and vendor relationships to the collaboration between customers and software vendors. Highlights • Served on the National Committee for Information Technology for the Institute of Management Accountants • Former President, Institute of Management Accountants, Inland Empire Chapter • Former Government IT Consulting Manager for RSM McGladrey, the nation's sixth-largest CPA and consulting firm • Featured speaker for California Society of Municipal Finance Officers (CSMFO) Annual Conference on the topic of"Risk Mitigation Strategies for Software Selection" • Top Producer as Regional Account Executive for a leading mid-tier government enterprise software provider • Worked nationally with dozens of public-sector agencies Specialties • Business Process Reviews • Strategic Master Technology Planning • Application Requirements Definition • Project Management&Oversight • Current System Needs Analysis & Improvement • Conversion Assistance &Planning • New Software Selection Assistance • Contract Reviews &Negotiations Credentials, Degrees, and Affiliations • Certified Public Accountant (CPA) (Inactive) • Bachelor of Science in Business Management—Accounting from CSU, San Bernardino Similar Clients or Projects City of Laguna Niguel City of Hemet Cucamonga Valley Water District City of Bloomington City of Lomita Glendale Water&Power Village of Northfield City of Salisbury Mesa Consolidated Water District Village of Lincolnwood City of San 7acinto Rosamond Community Services Nye County City of Simi Valley District Riverside County City of South Gate Salisbury Rowan Utilities City of Brentwood Danville,CA Walnut Valley Water District City of Burlington Southern Pines,NC City of Gastonia Mechoopda Indian Tribe CLIENTFIRST TECHNOLOGY CONSULTING Orange County,North Carolina STEVE ROBICHAUD, PARTNER—APPLICATION CONSULTING PRACTICE LEADER Steve Robichaud has been advising local governments on their information technology (M needs for over 25 years. He specializes in business processes and operations with the objective of applying technology to meeting the organization's mission-critical goals and objectives, emphasizing the ability to measure these achievements. Mr. Robichaud's executive leadership experience, operational turnaround success and long-term involvement with numerous local governments across the country has equipped him with the foundation to advise at all levels of your organization from executive leadership to the staff level and every level in between. Having worked in government and the private sector, Mr. Robichaud also brings an understanding, perspective, and ability to manage all the parties necessary for delivering lasting operational success through the use of technology. Highlights • Former Director of National Government IT Consulting for RSM McGladrey, the nation's sixth-largest CPA and consulting firm • Regional Government Manager for National Recovery/Availability Services vendor providing hot-site, collocation, managed services, and disaster recovery consulting services • Former President &General Manager, for a leading national provider of justice software solutions • Featured speaker for the Illinois/Wisconsin Joint GFOA Annual Conference on the topic of "Strategic Information Technology Master Planning" • National leader in delivering new government solution implementations for a top name hardware manufacturer and software solution company • More than 20 years of working nationally with hundreds of public-sector agencies Specialties • Executive Management Technology Advisement Software System Selection Assistance • Information Technology Master Planning Project Management&Oversight • Business Process Review& Improvement Conversion Assistance &Planning • Existing System Needs Analysis &Improvement Contract Reviews and Negotiations • Application Requirements Definition Disaster Recovery Planning Credentials, Degrees, and Affiliations • Certified Business Continuity Planner(CBCP) • Bachelor of Arts Degree in Political Science and Business Administration from Moorhead State University, Minnesota Similar Clients or Projects Wallingford Public Utilities Whiteside County ETSB NEMESIS Cooperative(North East Cedar Falls Utilities Hemet Police Department Minnesota Enforcement&Safety Missouri Basin Municipal Power Connecticut Lottery Information System) City of Sioux Falls City of Indio NYC Department of Health&Hygiene City of Hemet City of Fresno City of lan 7acinto City of Indio Pinal County City of Palm Desert City of La Habra City of Glendale City of Lake Elsinore City of South Gate Maricopa County City of Mount Dora City of West St.Paul Nye County City of Miami Spring Village of Northbrook Anoka County CuENTFIRST TECHNOLOGY CONSULTING A11111111111111. VMS sill P I_1F.10 rd i 114 11 Linn NO 6M ali IN N vim R ... Orange County,North Carolina ALEXIS ADO MANAGEMENT Alex is a problem solver that specializes in business process reviews and ERP application consulting. His experience includes assessment, planning, implementation/configuration, integration, upgrades, customization, testing, and documentation. Highlights • Establish connections between an ERP and ecommerce websites and mapped workflows from ecommerce engine to automate procurement process while reducing human intervention. • Developed picking list workflows to aid warehouse employees in retrieving warehouse products, designed notification module between sales and warehouse users to streamline immediate shipments requested by customers, created advanced logistics analysis reports to display product surpluses and deficits using up and downstream processes. • Configured email engine to integrate with process workflows so that clients could receive notifications and invoices via their emails. • Configured work centers, routings, bill of materials, and manufacturing runs. • Improved existing manufacturing module for multi-level BOM transparency and just-in-time methodologies. • Configured customer relations management for lead monitoring, customer claims, and helpdesk services. • Joined efforts with an ERP software vendor to develop a comprehensive FIFO inventory valuation method that was not available within the software at the time • Implemented multi-company module for subsidiaries and companies which required multiple languages, currencies, and international warehouses. • Collaborated with team members to create advanced budgeting capabilities Specialties • Staff accounting including A/R, A/P, Payroll, bank reconciliation, sales, income taxes • Process review and improvements to streamline operations • Workflow analysis and mapping • Gathering and analyzing functional business requirements Credentials, Degrees, and Affiliations • California State University, Fullerton, CA- Bachelor of Arts in Business Administration Sample Clients or Projects City of Redlands City of San Gabriel Town of Truckee City of Simi Valley City of Healdsburg City of La Puente Naperville Park District City of Burbank Eastern Band of Cherokee Indians CLIENTFIRSTTECHNOLOGY CONSULTING R111 X111, 011111 VWRI • ... Orange County,North Carolina JAN JAKOBSEN— MANAGEMENT CONSULTANT Jan Jakobsen specializes in software system selections and implementations. She has over 25 years of experience in the information technology arena in application development and implementation, business process improvement, and project management around ERP systems. Ms. Jakobsen has worked for many organizations providing information technology solutions in the areas of finance, enterprise resource planning, and system infrastructure. She has performed as project manager for software implementations of systems encompassing enterprise resource planning, product data management, work orders, customer relationship management, general ledger, and human resources. Skilled in all facets of the project life-cycle for both custom and package application software, she has experience with functional and technical requirements development, request for proposal and system evaluation, gap analysis, system analysis, design, specifications, unit and system testing, implementation planning, execution, lessons learned, and system documentation. Ms. Jakobsen has experience with process design and redesign for single-site systems, as well as development and implementation of consistent processes for multiple sites worldwide. These business improvement and process consistency efforts have created significant costs savings through move-efficient business processes and have reduced overall implementation costs. Highlights • ERP implementation and project management for Fortune 100 company • Application, file, and print server consolidation and conversion project management • Software license management for worldwide Fortune 500 company • General ledger system selection, implementation, and project management for Fortune 500 company • Project management for an application customization project for a large non-profit organization • Industry experience includes districts, municipalities, non-profit organizations, and private sector Fortune 100 and 500 manufacturing facilities Specialties • Systems Needs Analysis • Software System Selection and Implementation • Project Management • Conversion and Interface Planning and Assistance • Business Process Redesign Credentials, Degrees, and Affiliations • Master of Science in Management from Cardinal Stretch University • Bachelor of Science in Computer Science from Northern Illinois University CLiENTFIRST TECHNOLOGY CONSULTING ' Orange County,North Carolina REFERENCES We believe that our existing and past clients are our best salespeople. CuENTRRST specializes in local governmental. The references listed below are examples of our consultants'services for governmental clients with similar needs. As you can see, each of these clients has been happy with our performance and continued to retain our services again and again for their needs. We pride ourselves on client satisfaction and maintaining a long-term relationship as partners with our clients. City of Laguna Niguel 30111 Crown Valley Parkway, Laguna Niguel, CA 92677 Dan Fox,Community Development Director 949.362.4360 dfox @cityoflagunaniguel.org Town of Danville, CA 510 La Gonda Way, Danville, CA 94526-1740 Renee Collins,IT Manager 925.314.3327 renee @ci.danville.ca.us B City of Brentwood 9100 Brentwood Blvd., Brentwood, CA 94513-4000 Randy Kidwell,Chief Building Official 925.516.5405 rkidwell(a)ci.brentwood.ca.us City of Gastonia, NC 1300 N. Broad St., Gastonia, NC 28053-1748 Matt Bernhardt,Director for Public Works and Utilities 704.866.6777 mattbCa dj)Lo_fgastonia.com .r t h —JKEE Cherokee, North Carolina PO Box 460, Cherokee, NC 28719 Cory Blankenship,Treasury Director 828.497.7070 corybla nOnc-cherokee.com CLIENTFIRST TECHNOLOGY CONSULTING ��� Orange County,North Carolina FEES Our fees are based on the actual time spent on a project at our standard rates, plus out of pocket expenses. It is our intention to contract on a fixed-fee basis(i.e., not-to- exceed amount)for the scope included within this proposal. Alternative scope changes and fee adjustments are possible, and are dependent on the County's specific project needs and staff resources and capabilities. Our fee estimate is based upon the scope and approach outlined in this proposal. If, during the course of the project, the nature or scope of our work should change, we would discuss such matters, and their effect on our fees, with the County prior to proceeding. Subtotals FEES SUMMARY Fee Summaries by Phase Fees Expenses Phase 2-RFP Finalization Assistance $ 12,153 $ 1,228 $ 13,381 Phase 3-Project Team Organization Assistance $ 2,800 $ 1,055 $ 3,855 Phase 4-Vendor Evaluations&Contract Negotiations Assistance $ 28,770 $ 3,855 $ 32,625 Totals Project Cost Not-to-Exceed Fees $ 43,723 Not-to-Exceed Travel $ 6,138 Total Not-to-Exceed Project Cost $ 49,861 CLIENTFIRST TECHNOLOGY CONSULTING ... Orange County,North Carolina FIRM OVERVIEW Our consultants have been assisting local governments with innovative technology solutions for many years. Our risk-averse technology planning and the quality of service we provide our clients have resulted in numerous long-term business relationships. We are confident that no other consulting firm focusing on mid-sized governments offers the wide range of U services that we do. GOVERNMENT • • Focusing on local governments means that we understand the unique needs, processes, protocols, and political nuances involved in the industry. This understanding and experience ensures that strategies and recommendations are practical in all respects. LOCAL OFFICE LOCATIONS We have a local presence and experience in North Carolina. s Corona,CA Chapel Hill,NC Schaumburg,IL BUSINESS MANAGEMENTAPPROACH We understand that not all government executives are versed in the latest technology issues and opportunities. Therefore, our approach and deliverables provide a business management perspective that allows the layperson the ability to fully understand the technology issues, strategies, and potential solutions and make better business decisions. CLIENTFIRST TECHNOLOGY CONSULTING • ... Orange County,North Carolina PRACTICAL I 1A 1 We believe in using technology as a tool to meet your business objectives; we do not apply technology just for technology's sake. We are Increase serious in our quest to provide clients with practical solutions that meet their individual requirements. Time Expertise Sometimes the proper solution includes cutting-edge technology; however, oftentimes, a cost-effective and Money �O Service practical solution using proven technology is most beneficial Resources Efficiency TRUEINDEPENDENCE CL►ENTF►RST believes in practicing true independence. We do not resell products and maintain no relationships that would result in any add-on profit margins or referral fees. Our interest is in putting the client first by finding optimum solutions (greatest value at lowest competitive cost) to meet their needs. NATIONAL RECOGNITION Our consultants are nationally recognized for their work by many of the industry's leading vendors. They appreciate the fairness and objectivity we demonstrate when dealing with their organizations. INDUSTRY • • • REVIEW CuENTFIRSTwas recently profiled in the 2013 issue of CIO Review as one of the Top 20 most Promising Government Tech Consulting Service Providers. C overHment N D Technolo ff Consulting 101 W 20 Most Promising Government Technology Consulting Companies CUENTFIRST TECHNOLOGY CONSULTING Orange County,North Carolina CIOGovernment o `PN'hnnloln C011SH 1119 W ClientFirst Technology Consulting 20►mlPromis,fT Go.eT rccompins A Beacon of Light for Prime Technology Solutions Today.many Information Technology(IT)com- Understanding the panies make the same mistakes, especially scope of ClientFirst's 1 when it comes to consulting-oriented projects. services is best done Their knowledge of new technology is limited, and through looking at they use generalized IT specialists who may be well their work. When rounded, but lack the over-all technical strength. That commissioned by the is why many local governments rely on ClientFirst, a city of Redlands,Cal- consultant and IT services firm, headquartered in Co- ifornia to formulate rona. California, with offices in Illinois and North an IT plan, Client- Carolina,and specializes in a wide breadth of IT disci- First did an assess- plines. ment of each city de- "When dealing with IT companies, it's easy to be- partment's infor- come lost in the jargon of the field, but ClientFirst mation technology takes a practical, business management perspective. needs. evaluating ap- The company not only helps their clients understand, Lure. use needs,policies and procedures,staffing n the but works with them extensively to determine the ture, use of productivity tools,and more. Based on the strengths and weaknesses of their infrastructure and needs of Redlands' infrastructure and applications, applications and what they need for success,"observes they formed a comprehensive 5-year plan and educat- David Krout, Managing Partner of ClientFirst. The ed the city council, providing additional systems engi- company itself is almost exclusively local government, neering capabilities and even redesigned their new da- offering consulting in all aspects of IT Infrastructure, to center and network. "ClientFirst is not a company AT Support,IT Master Planning,ERP applications,and that does product sales, but rather offers independent Telecommunications. In order to preserve an unbiased consulting services, like those in Redlands, that stick stance that measures the quality of various technolo- closely to retaining the best components of an envi- gies, ClientFirst refrains from reselling hardware and ronment and improving the rest. Combined with the software. This independence allows them to give un- multitude of IT disciplines working under ClientFirst, biased recommendations for different environments each client gets advice from subject matter experts and situations. who are best trained in each specific field," explains Krout. Many of ClientFirst's services aim for the better- ClientFirst serves a list of illustrious clients ment of local communities. Their major software con- 1, A, salting service can bolster community development, nois' Elgin School District U46; Laguna Nigel, CA; utility billing, and work management, in particular. Lincolnwood, IL; Castaic Lake Water Agency, CA; and City ca Bloomington, IL. With a reputable system They also offer consulting on application management best practices and IT department turnarounds. For of client care that it prides itself on, ClientFirst is an more hands-on assistance, clients have supplemental up-and-coming company with a future of promise and and outsourcing support from which to choose. Cli- prosperity ahead of it as they aim to increase their re- entFirst's telecommunications consulting designs gional IT support services in California and Illinois,as phone systems, communications infrastructure and well as national presence in IT planning, software se- provides carrier contract negotiations. The company lection and telecommunications consulting. The com- provides much of its consulting through local govern- pany looks for people who have a passion, as its em- ment agencies and strives to educate its clients as well ployees share a common desire to make a positive dif- as aid them in the implementation of comprehensive ference in various communities, rather than simply IT Master Plans they help develop. make a profit. While they currently have 35 profes- sionals, ClientFirst is expecting to boost their head count to 50 by next year. CHIReview December 2013 CL/ENTFIRSTTECHNOLOGY CONSULTING Land Mana ement S stem Selection Assistance Pro osal orange County, INTEGRATED TECHNOLOGY SOLUTIONS GROUPS Whatever - - we . technology disciplines who can be your guides for . - - support management. We provide a unique combination of experts in their fields, according to each project, who are able to work as an integrated team to provide end-to-end consulting and CuENTRRST Integrated Technology Solutions Groups APPLICATION IT CONSULTING INFRASTRUCTURE Net��crk.�ng susiness Process Revie�,n cer,;er� SoffiNare Selection �a-a Centers In�plementationAssistance Disast�rReccver Security STRUCTURED MANAGEMENT CABLING SYSTEM PUBLIC SAFETY DESIGN CONSULTING cAD ��,�� ���b11e5a,v� Dispatch Operations Assessmentand Cediitcatian 1mplementationFroject CARD Dessgn&Layaut r , t�1anagement Vendor Selection :ti. : . , ; Gonvers enl�ssistar�ce :Project Management o . �, ,.,. ,, IT Assessment and panning drrcumentat�on TELECOM ffT 0- ioOATIONS Vo1P Needs Assessment Design `echnica!Ser�i�es business Process Review RFP�Procurements Help Cesk System Selection Carrier Services Planning Paanaged Services Cail Centers impfementationOversight Page 23 of 25 CLIENTFIRST TECHNOLOGY CONSULTING Land Mana ement System Selection Assistance Pro osal CLIENTFIRST'S INTEGRATED TECHNOLOGY SERVICES APPLICATION CONSULTING MANAGEMENT CONSULTING I Al • r « IT SERVICES/OPERATIONS PUBLIC SAFETY CONSULTING e r r rr. Y'^t..[r �/' .Y r F. ,r..__ t 'b."®♦w. '.:1:-.1" : �v� .'1 t :. x ,. IT INFRASTRUCTURE TELECOMMUNICATIONS CONSULTING t M- a.t♦ M♦' Y 1 r a'«r STRUCTURED CABLING SYSTEM DESIGN CONSULTING E'r t't 14 r DEVELOPMENT Page 24 of 25 Orange County,North Carolina CONSUL • We understand the experience of the individual consultants is a significant factor in hiring a firm to conduct the project on your behalf. Our consultants' have extensive public-sector involvement in their respective careers, including projects with the following agencies: North Carolina Romoland School District North Scott School District Lake Superior State University City of Gastonia—Water& San Jose Community College Des Moines Area Community University of Michigan Electric Ohlone Community College College Minnesota Salisbury Rowan Utilities CA-NV American Water Works Loras College City of West St.Paul City of Burlington Assoc. St.Ambrose University NEMESIS Cooperative(North City of Kinston Castaic Lake Water Agency Illinois East Minnesota Enforcement& City of Mount Airy Cucamonga Valley Water District City of Bloomington Safety Information System) City f Salisbury Glendale Water&Power City of Champaign tY rY ty Missouri Town of Southern Pines Jurupa Community Services City of Highland Park Missouri Basin Municipal Power Cabarrus County District City of Lake Forest Buncombe County Mesa Consolidated Water District City of Moline Nevada Eastern Band of Cherokee Palmdale Water District City of Morton Grove Town of Pahrump Indians Rosamond Community Services City of Naperville County of Nye St.Augustine College District City of Orland Park New York Wake Forest University Walnut Valley Water District City of Prospect Heights State of New York Arc of Stanley County(Monarch) Arizona City of Rock Island Hudson Valley Community California Maricopa County City of St.Charles College City of Brentwood Pinal County Village of Arlington Heights Department of Health&Hygiene City of Burbank connecticat Village of Cary Ohio City of Calabasas City of Bristol Village of Glencoe Montgomery County City of Camarillo City of New Haven Village of Kenilworth Cuyahoga County City of Chino Wallingford Public Utr"H6es Village of Libertyville SO dh pakalty City of Dublin Connecticut Lottery Village of Lincolnwood Rapid City Area Schools City of Escondido Florida Village of Matteson City of Sioux Falls City of Foster City City of Cape Coral Village of Northbrook i tah City of Fresno City Deerfield Beach Village of Northfield ►fy Washington County School City of Healdsburg City of Dunedin Village of Oak Brook City of He City of Fort Lauderdale Village of Oak Park District met City of Indio City of Miami Springs Village of Palos Park Yiriyi a City of La Habra City of Mount Dora Village of Riverside Commonwealth of Virginia City of La Puente City of Pompano Beach DuPage County wiscohsin City of Laguna Niguel City of Port St.Lucie Peoria County City of Eau Claire City of Lathrop Iowa Sangamon County City of Brookfield City of Lomita Civitas Schools City of West Allis City of Mumeta City of Cedar Rapids Glenview Schools City of Wauwatosa City of Palm Desert City of Cow Hampton Gower School District Brown County City of Port Hueneme City of New Ftamptcm Hampton School District 29 Kenosha County City of Rancho Cucamonga City of Ankeny City of Burlington School District 36 Waukesha County City of Rancho Mirage ington Linn County Indian Prairie CUSD 204 Milwaukee County City of Redlands Johnson County Naperville CUSD 203 HIDTA Milwaukee City of Rialto Cedar Falls Utilities Naperville Park District Diocese of Madison Catholic City of Rosemead State of Iowa Oak Park Library Schools City of Sacramento Assumption Catholic High School Oswego Library District Madison School District City of San Gabriel Wahlert Catholic High School Oswego School District Shorewood School District City of San Jacinto Park Ridge Schools Whitnall School District City of Simi Valley Archdiocese of Dubuque Catholic Port Byron Central School District West Allis School District City of South Gate Schools School District U-46 St.Norbert College City of Sunnyvale Burlington Community School District Sherrard Community Schools St.Beloit College Town of Danville St.Charles School District University of Wisconsin Town of Truckee Cedar Rapids Community School District Lake Forest College Southwest Technical Institute Riverside County Illinois Action for Children State of Wisconsin San Bernardino County Davenport Scholl District Whiteside County ETSB Wyoming Mechoo a Indian Tribe Diocese of Davenport Catholic y 9 � Schools Indiana State of Wyoming Lake Elsinore Unified School Dubuque Community School The University of Notre Dame Dist. District Maryland Menifee Unified School District Knoxville Community School State of Maryland Mountain View Elementary District Michigan School Dist. Mason City School District Anoka County CLIENTFIRST TECHNOLOGY CONSULTING Orange Land Management System Selection Assistance Wor • Phase 2 - RFP Finalization Assistance David Consultant Total (75 Billable Hours rim 011 Business Process Review and FeaturelFunction Analysis Interview Workshops-Meet with the identified personnel to review existing manual and automated systems and operations,including any custom developed work-around s stems/ rocesses. Needs Assessment Questionnaires/Information Requests-Develop a 4,0 9.0 2 tailored needs assessment questionnaires related to existing,and future, Community Services system needs to be used during the discovery process with staff. 3 Land Management/Community Services Planning Projects 2.5 Engineering 1.5 Code Enforcement 2.0 2i!' Licensing 2.0 Business Problem Identification-We will conduct review workshops with the 4 other key stake holder groups to identify business problems,project goals and ob'ectives and prosect concerns and issues. Finance 115 1.5 Health(EH) 1.5 OC IT 2.0 Building&Inspections 1.5 Emergency Services 1.0 0 Solid Waste 1.0 1w0 Tax Administration 1.0 0 5 Needs Analysis&Requirements Document-Review information gathered during 12'0 interview process,and develop a system requirement specifications. Estimated CL . Feemi Low High Low Irr TM FaTtAssemolly- e will pull e , a aocumenttogemerDasea upon the 8 current recommendations. County will be responsible for reformatting to County standard and final proofing. 700 7 featuretfunctions 110M <�' Additional Vendor Research-Research vendor community to identify 7-10 8 qualified vendors meeting the County's system and services requirements,and C0 with itential vendors. $ 700 9 RFP Issuance Assistance-Assistance including: Provide process trackin forms and instructions Assist in vendor questions and answers LLAssist with vendor questions and answers during established proposal response timelines Assist in preparing RFP addenda as necessary Phase 3 - Project Team Organization Assistance Estimated Hours -stimated Feel' Low High s .�. F». , a rwr nog, in educating project stakeholders on defined roles and responsibilities. This will be accomplished by providing the County forms for completion and up to 2 workshops 10 including background concepts,instructions and finalization. The project team organization will also including setting up a PMO office according to Project Management Institutes best practices. „ * 70 ' J Project Team Development-We will work with County's Project Manager to 11 finalize the makeup of the Selection Project Team and document required roles and responsibilities. This process will be according to Project Management Institutes- Pro'ect Man ement Office best racticess. $ 700 Phase 4 - Vendor Evaluations & Contract Negotiations Assistance Total Consultant Billable David Alex Hours 12 Proposal Evaluation-Analyze and evaluate proposal responses including: 36.0 . . Completing a preliminary review to determine non-responsive proposals Provide an initial Summary Vendor Comparison Worksheet Prepare forms for use by District selection committee including: A proposal evaluation criteria matrix form A form to submit questions concerning received proposals Analysis Results Workshop to Determine Vendor Finalists(Short List)- to 13 Moderate an on-site workshop using the vendor comparison matrix and other vendor proposal materials for the County's selection committee to determine who is to be Dlaced on the short list. 'rM g. 5 Schedule and Facilitate Vendor Demonstrations-Schedule demonstration dates 4 ,g 14 and facilitate initial vendor demonstrations to ensure that pertinent requirements are addressed estimate 3 vendors at 2 days each). Reference Checking Documents-Prepare forms to be used by selection 2.0 ; 15 committee members during finalist reference checksicalls. County selection committee to conduct reference calls. Post Vendor Demonstration Follow-up-Assist the County with additional finalist 24.0 16 vendor(s)follow-up issues and due diligence. Additional requested hours will be billed on a time-and-materials basis. Finalist Selection-Conduct a meeting with the County selection committee to 4.0 17 facilitate discussion and finalize the vendor selection,including final vendor rankin s. ;g mms 719negotiation mentation Plan(SOW)Revoew-Work with County and selected vendor to e Statement of Work,implementation plan,project management office, rces re uirements and timelines. ract Review&Negotiation Assistance-Assist with contract review and 86.0 assistance(in a non-legal capacity). Assumes contract review and tiations with single primary vendor.