PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF ...
PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF NEW ORLEANS AND
TELECOMMUNICATIONS DEVELOPMENT CORP. THIS AGREEMENT, made and entered into this 1st day of October 2009, by and between the City of New Orleans, herein represented by C. Ray Nagin, Mayor, ("City") and Telecommunications Development Corp., herein represented by Roger Richmond, ("Contractor"), witnesses that, \
WHEREAS, the City desires to engage the Contractor to render professional services to the City in Staff Augmentation and Project Management Services and WHEREAS, the City of New Orleans has issued a Request for Proposals ("RFP") to identity a flflll to assist with the Project Management and Staff Augmentation for Office of Technology, 311, NOPD and Capital Proj ect Services; and WHERAS, Contractor submitted proposal in response to the RFP and was selected by the City as the firm most qualified to provide the services requested in the RFP; and WHEREAS, Contractor, whose office is located at 1100 Poydras Street, Suite 2900, New Orleans, LA 70163, is qualified and willing to perform such services, and both the City and the Contractor desire hereby to detail their related agreement. NOW THEREFORE, the City of New Orleans and the Contractor, for the consideration and under the conditions set forth, agree as follows: 1. CONTRACTED SERVICES: Telecommunications Development Corp. (IDC) will establish a project management office that will provide project management, administration, and staff augmentation service for various Citywide Technology initiatives.
To support this activity TDC will provide and maintain quality resources in the following areas: Mainframe and System Migration System Architectural Design, Implementation and Maintenance Database Support Application Development Business Continuity and Disaster Recovery Planning Lagan Software Development and Implementation Training and Technical Support Capital Projects 311 Call Center Financial Infrastructure
Project Management Services: Contractor will provide experienced consultants to assist City staff to manage and administer the solutionbased contract in the following tasks: • • • • • •
Project organization, policies, administration, planning, and oversight Co=unications including project portal, team collaboration, project reporting, project documentation methodologies, and public relations Training Change management and issue control Preparing and maintaining project work plan, project staffmg, project budget/cost management, resource allocation and control, and time reporting Implementation planning and cost management
Quality Assurance: The Contractor shall establish a mechanism for mobilizing structured PMO(s) to ensure that all assigned city initiatives are implemented and effectively and consistently managed. The Contractor shall establish a structured program for ensuring the completion and effective creation of the following artifacts associated with each assigned areas: • • • • • • • • • • •
Program Management Plan (PMP) Program / Project Spend Planes) Co=unication Plan Risk Management Plan Test and Evaluation Master Plan (TEMP) Integrated Master Plan (IMP) Integrated Master Schedule (IMS) Requirements Document and Management Plan Systems Engineering Management Plan (SEMP) Requirements Development and Management Plan Concept of Operations Plans
The Contractor shall implement an effective process for ensuring the efficient use of all City resources and programs as they relate to specific projects, and shall provide an effective stakeholder management plan for all projects.
Work Plan / Schednle: The Contractor shall first develop a work plan and schedule associated with all tasks contained in this scope of work, and submit the work plan and schedule to OT for approval prior to co=encing any subsequent tasking associated with this scope of work.
2
As-Is Assessment I Documentation:
The Contractor shall complete an assessment for any assigned areas and provide review and documentation of all current business processes and tools which support the operation. Contract Review I Vendor Assessment:
•
Software I System Review The Contractor shall complete a comprehensive review of any applicable software systems and tools used to support the operation. The Contractor shall review the full suite of system functions and capabilities of such systems and tools in comparison with the functionality currently used as a part of the OT business process.
•
Requirements Gathering I Documentation The Contractor shall utilize all information gathered in the preceding scope items to develop a preliminary set of requirements associated with the OT operation. The requirements shall be submitted to OT in a matrix format with a unique identifier associated with each requirement. The requirements shall consist of both functional and technical requirements, and shall be used as a basis for the evolution of a full requirements document for strategic expansion of the system.
•
Best Practice Documentation The Contractor shall provide a documentation of best practices as it relates to the information gathered in the "As-Is" phase of this task order.
•
Gap Analysis I Documentation The Contractor shall provide a documentation of the Gap Analysis between the "As-Is" and Best Practice documentation.
•
Proj eet Phasing The Contractor shall provide recommendations regarding the scope, charter, and phasing of the strategic expansion of the system.
•
Business Case Elements The Contractor shall draft a business case associated with the strategic expansion of the system.
•
Cost Benefit Assessment The Contractor shall document cost elements and ROM pncmg associated with any recommendations and shall provide a high level cost benefit associated with each cost element.
•
Non-Conventional Revenue Opportunities The Contractor shall explore and document potential opportunities for non-conventional revenue generation as the result of the system. The non-conventional revenue opportunities shall include opportunities to support various needs for broad based information dissemination.
3
•
Proj ect Plan The Contractor shall develop a project plan associated with the strategic expansion of the project. The project plan shall consist, at a minimum, of the following components. Proj eet Scope Statement Proj eet Charter Summary of Methodology Work Breakdown Structure Deliverables Schedule Risk Management Plan Proj ect Dependencies
SUBJECT MATTER EXPERTS: Contractor shall provide functional and technical subject matter experts to augment the City personnel. Below is the list of subject matters. It is extremely important and a mandatory minimum requirement that the contractor provide experienced practitioners for each subject matter and include the resumes of such personnel with their proposal submission. The COTR will NOT accept personnel or Contractor submitted resumes with less than five (5) years demonstrated working experience for the subject matter.
•
Project Management
• • • • • •
Grant Management • • • • •
•
Sourcing Proposal Management Financial Management Cost Allocation Grant Accounting
Public Safety Project Management • • • •
•
Costing Financial Management Contract Management Staff Time Collection Contract Billing
Public Safety Telephony Computer Aided Dispatch (CAD)Systems Public Safety Radio Systems Public Safety Systems Integration
3-1-1 Systems Implementation •
Lagan
4
• • • •
Systems Integration Non Emergency Call Flow
•
Business Process Reengineering Capital ProjectslInfi-astructure Project Reengineering and Project Management o DBE Utilization Monitoring o DBE Nation-wide Outreach Program Marketing and Branding Program Development and Implementation
•
Other Functional and Technical •
• • • •
Performance Management · Reporting · Business Intelligence · Balanced Score Card Quality Assurance Training/Change Management Security Technical
For planning purposes it is estimated that the Contractor will need to provide 10-15 Senior Subject MatterlBusiness Consultants, and 2-5 Senior Technical Consultants (see Section 3.2) to fulfill this requirement. Ibis estimate is for discussion purposes and does not bind the City to acquire all specified resources.
CONTRACTOR'S SENIOR MANAGEMENT PRINCIPAL
Contractor will provide a Senior Management Principal who will function as the Contractor's primary point of contact for contract administration and coordination of Contractor's staff and responsibilities.
MINIMUM QUALIFICATIONS FOR STAFF AUGMENTATION
MANAGEMENT PRINCIPALS shall have:
• • • • • • •
Large-scale project management experience Excellent public relations skills Consensus building abilities Change management experience Contract negotiation experience Large project procurement experience Public Sector experience
5
MANAGEMENT ANALYSTS and MANAGEMENT CONSULTANTS shall have: • • • •
Project management experience Excellent public relations skills Consensus building abilities Business Process Re-engineering expertise in large scale technology, municipality, and infrastructure environments
FINANCIAL ANALYSTS shall have: • • • •
Proj ect management / support experience Financial Analysis and Tracking of complex multi-vendor projects Development of budgets and spend plans Excellent public relations skills
PROGRAM AND PROJECT MANAGERS shall have: • • • • • • •
Large-scale project management experience Excellent public relations skills Consensus building abilities Change management experience Contract negotiation experience Large project procurement experience Public Sector experience
SUBJECT MATTER EXPERTS shall have: • • • • • • •
Large scale project experience. Excellent public relations skills Consensus building abilities Change management experience Practitioner on one or more of the functional subject matters listed Ability to listen Public Sector experience
SUPPORT SPECIALISTS shall have: • •
• • •
Large scale project experience. Technical experience on large projects, including infrastructure, database, security, data warehouse, business intelligence, management reporting, score card, and various operating systems Ability to listen Public Sector experience Excellent public relations skills
6
•
Consensus building abilities
ENGINEERS shall have:
• •
Large scale project experience. Vast technical background and experience in call center, infrastructure, and IT environments
IT IS MANDATORY THAT THE SUBJECT MATTER EXPERTS SHALL HAVE WORKING EXPERIENCE ON THE FUNCTION. THE CONTRACTOR MUST BE ABLE TO PROVIDE AT LEAST ONE SUBJECT MATTER EXPERT FOR EACH SUBJECT
ADDITIONAL SERVICES:
From time to time the City will be undertaking other projects or additional projects that either related to the above agencies or that must be identified by a State of Work (SOW). If Contractor elects to perform the services additional services, it shall submit a proposal for Additional Services to the City, an estimate, details of the additional services, a schedule, a description of hardware and software or other resources needed to be provided by the City, and indicate how additional projects/services will be made available to the City. If the Additional Services are to be provided, the parties will agree upon them in writing in a separate Statement of Work, consecutively numbered. Some of the projects may require additional software, hardware and/or services from a third party provider. Any third party hardware, software, and/or supporting services will be negotiated and paid for by the City with payment made directly by the City to the third party, unless otherwise agreed in writing by Contractor and City. All Additional Services that the City and Contractor agree that the Contractor will perform under this Agreement shall be approved by the Chief Technology Officer or the MIS Enterprise Director in writing and the additional costs should be added to the contract and have the City's prior written authorization before implementation of changes. a.
To the extent that equipment or software needs to be purchased by the City, the Statements of Work will include an estimate for the cost of the satne and City shall be responsible for such purchase at its expense, unless otherwise agreed upon between City and Contractor in writing.
b.
Contractor and/or its subcontractors shall be the sole provider of services and personnel for the projects in the Statements of Work unless expressly stated in writing otherwise.
2. FEES: The City will pay the Contractor to perform the contracted services according to the following fee schedule made a part hereof as Attachment A. The maximum sum payable under this Agreement is $450,000.00
The City will also reimburse the Contractor for approved out-of-pocket costs including costs for photocopying, messenger and delivery services, computerized research, travel, long-distance telephone and telecopy and search. The maximum sum payable under this Agreement is at cost. The Contractor shall submit to the City a detailed monthly invoice for payment for services provided. All received and approved invoices shall be processed and paid within 30 days after receipt.
7
3. TERM: The services to be provided under the terms of this Agreement shall begin on October 1, 2009 and shall end no later than December 31, 2009. The terms, conditions and duration of this Agreement may be modified by an executed, written amendment to this Agreement. At the option of City, this Agreement may be renewed on an annual basis for no longer than three one-year period, provided that (A) additional funding, if required is allocated by City and incorporated herein by a duly authorized amendment to this Agreement and (B) the renewal of this Agreement will facilitate the continuity of the services described herein.
4.
FURTHER PROVISIONS: The City and the Contractor bind themselves under the
Additional Terms and Conditions made a part hereof as Attachment B.
5. AMENDMENT: This Agreement is not modified except by written amendment executed by the parties hereto. IN WITNESS WHEREOF the parties hereto have made and executed this Agreement effective the day \~
and year first above written: W~l~
By:Ja=,~
Tax ID No.: 52-2013283
8
, ATTACHMENT A 1
MIS Rate Sheet
09.15.09
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TELECOMMUNICATIONS DEVELOPMENT CORP. THIS AGREEMENT, made and entered into this 1st day of October 2009, by and between the City of New Orleans, herein represented by C. Ray Nagin, Mayor, ("City") and Telecommunications Development Corp., herein represented by Roger Richmond, ("Contractor"), witnesses that, \
WHEREAS, the City desires to engage the Contractor to render professional services to the City in Staff Augmentation and Project Management Services and WHEREAS, the City of New Orleans has issued a Request for Proposals ("RFP") to identity a flflll to assist with the Project Management and Staff Augmentation for Office of Technology, 311, NOPD and Capital Proj ect Services; and WHERAS, Contractor submitted proposal in response to the RFP and was selected by the City as the firm most qualified to provide the services requested in the RFP; and WHEREAS, Contractor, whose office is located at 1100 Poydras Street, Suite 2900, New Orleans, LA 70163, is qualified and willing to perform such services, and both the City and the Contractor desire hereby to detail their related agreement. NOW THEREFORE, the City of New Orleans and the Contractor, for the consideration and under the conditions set forth, agree as follows: 1. CONTRACTED SERVICES: Telecommunications Development Corp. (IDC) will establish a project management office that will provide project management, administration, and staff augmentation service for various Citywide Technology initiatives.
To support this activity TDC will provide and maintain quality resources in the following areas: Mainframe and System Migration System Architectural Design, Implementation and Maintenance Database Support Application Development Business Continuity and Disaster Recovery Planning Lagan Software Development and Implementation Training and Technical Support Capital Projects 311 Call Center Financial Infrastructure
Project Management Services: Contractor will provide experienced consultants to assist City staff to manage and administer the solutionbased contract in the following tasks: • • • • • •
Project organization, policies, administration, planning, and oversight Co=unications including project portal, team collaboration, project reporting, project documentation methodologies, and public relations Training Change management and issue control Preparing and maintaining project work plan, project staffmg, project budget/cost management, resource allocation and control, and time reporting Implementation planning and cost management
Quality Assurance: The Contractor shall establish a mechanism for mobilizing structured PMO(s) to ensure that all assigned city initiatives are implemented and effectively and consistently managed. The Contractor shall establish a structured program for ensuring the completion and effective creation of the following artifacts associated with each assigned areas: • • • • • • • • • • •
Program Management Plan (PMP) Program / Project Spend Planes) Co=unication Plan Risk Management Plan Test and Evaluation Master Plan (TEMP) Integrated Master Plan (IMP) Integrated Master Schedule (IMS) Requirements Document and Management Plan Systems Engineering Management Plan (SEMP) Requirements Development and Management Plan Concept of Operations Plans
The Contractor shall implement an effective process for ensuring the efficient use of all City resources and programs as they relate to specific projects, and shall provide an effective stakeholder management plan for all projects.
Work Plan / Schednle: The Contractor shall first develop a work plan and schedule associated with all tasks contained in this scope of work, and submit the work plan and schedule to OT for approval prior to co=encing any subsequent tasking associated with this scope of work.
2
As-Is Assessment I Documentation:
The Contractor shall complete an assessment for any assigned areas and provide review and documentation of all current business processes and tools which support the operation. Contract Review I Vendor Assessment:
•
Software I System Review The Contractor shall complete a comprehensive review of any applicable software systems and tools used to support the operation. The Contractor shall review the full suite of system functions and capabilities of such systems and tools in comparison with the functionality currently used as a part of the OT business process.
•
Requirements Gathering I Documentation The Contractor shall utilize all information gathered in the preceding scope items to develop a preliminary set of requirements associated with the OT operation. The requirements shall be submitted to OT in a matrix format with a unique identifier associated with each requirement. The requirements shall consist of both functional and technical requirements, and shall be used as a basis for the evolution of a full requirements document for strategic expansion of the system.
•
Best Practice Documentation The Contractor shall provide a documentation of best practices as it relates to the information gathered in the "As-Is" phase of this task order.
•
Gap Analysis I Documentation The Contractor shall provide a documentation of the Gap Analysis between the "As-Is" and Best Practice documentation.
•
Proj eet Phasing The Contractor shall provide recommendations regarding the scope, charter, and phasing of the strategic expansion of the system.
•
Business Case Elements The Contractor shall draft a business case associated with the strategic expansion of the system.
•
Cost Benefit Assessment The Contractor shall document cost elements and ROM pncmg associated with any recommendations and shall provide a high level cost benefit associated with each cost element.
•
Non-Conventional Revenue Opportunities The Contractor shall explore and document potential opportunities for non-conventional revenue generation as the result of the system. The non-conventional revenue opportunities shall include opportunities to support various needs for broad based information dissemination.
3
•
Proj ect Plan The Contractor shall develop a project plan associated with the strategic expansion of the project. The project plan shall consist, at a minimum, of the following components. Proj eet Scope Statement Proj eet Charter Summary of Methodology Work Breakdown Structure Deliverables Schedule Risk Management Plan Proj ect Dependencies
SUBJECT MATTER EXPERTS: Contractor shall provide functional and technical subject matter experts to augment the City personnel. Below is the list of subject matters. It is extremely important and a mandatory minimum requirement that the contractor provide experienced practitioners for each subject matter and include the resumes of such personnel with their proposal submission. The COTR will NOT accept personnel or Contractor submitted resumes with less than five (5) years demonstrated working experience for the subject matter.
•
Project Management
• • • • • •
Grant Management • • • • •
•
Sourcing Proposal Management Financial Management Cost Allocation Grant Accounting
Public Safety Project Management • • • •
•
Costing Financial Management Contract Management Staff Time Collection Contract Billing
Public Safety Telephony Computer Aided Dispatch (CAD)Systems Public Safety Radio Systems Public Safety Systems Integration
3-1-1 Systems Implementation •
Lagan
4
• • • •
Systems Integration Non Emergency Call Flow
•
Business Process Reengineering Capital ProjectslInfi-astructure Project Reengineering and Project Management o DBE Utilization Monitoring o DBE Nation-wide Outreach Program Marketing and Branding Program Development and Implementation
•
Other Functional and Technical •
• • • •
Performance Management · Reporting · Business Intelligence · Balanced Score Card Quality Assurance Training/Change Management Security Technical
For planning purposes it is estimated that the Contractor will need to provide 10-15 Senior Subject MatterlBusiness Consultants, and 2-5 Senior Technical Consultants (see Section 3.2) to fulfill this requirement. Ibis estimate is for discussion purposes and does not bind the City to acquire all specified resources.
CONTRACTOR'S SENIOR MANAGEMENT PRINCIPAL
Contractor will provide a Senior Management Principal who will function as the Contractor's primary point of contact for contract administration and coordination of Contractor's staff and responsibilities.
MINIMUM QUALIFICATIONS FOR STAFF AUGMENTATION
MANAGEMENT PRINCIPALS shall have:
• • • • • • •
Large-scale project management experience Excellent public relations skills Consensus building abilities Change management experience Contract negotiation experience Large project procurement experience Public Sector experience
5
MANAGEMENT ANALYSTS and MANAGEMENT CONSULTANTS shall have: • • • •
Project management experience Excellent public relations skills Consensus building abilities Business Process Re-engineering expertise in large scale technology, municipality, and infrastructure environments
FINANCIAL ANALYSTS shall have: • • • •
Proj ect management / support experience Financial Analysis and Tracking of complex multi-vendor projects Development of budgets and spend plans Excellent public relations skills
PROGRAM AND PROJECT MANAGERS shall have: • • • • • • •
Large-scale project management experience Excellent public relations skills Consensus building abilities Change management experience Contract negotiation experience Large project procurement experience Public Sector experience
SUBJECT MATTER EXPERTS shall have: • • • • • • •
Large scale project experience. Excellent public relations skills Consensus building abilities Change management experience Practitioner on one or more of the functional subject matters listed Ability to listen Public Sector experience
SUPPORT SPECIALISTS shall have: • •
• • •
Large scale project experience. Technical experience on large projects, including infrastructure, database, security, data warehouse, business intelligence, management reporting, score card, and various operating systems Ability to listen Public Sector experience Excellent public relations skills
6
•
Consensus building abilities
ENGINEERS shall have:
• •
Large scale project experience. Vast technical background and experience in call center, infrastructure, and IT environments
IT IS MANDATORY THAT THE SUBJECT MATTER EXPERTS SHALL HAVE WORKING EXPERIENCE ON THE FUNCTION. THE CONTRACTOR MUST BE ABLE TO PROVIDE AT LEAST ONE SUBJECT MATTER EXPERT FOR EACH SUBJECT
ADDITIONAL SERVICES:
From time to time the City will be undertaking other projects or additional projects that either related to the above agencies or that must be identified by a State of Work (SOW). If Contractor elects to perform the services additional services, it shall submit a proposal for Additional Services to the City, an estimate, details of the additional services, a schedule, a description of hardware and software or other resources needed to be provided by the City, and indicate how additional projects/services will be made available to the City. If the Additional Services are to be provided, the parties will agree upon them in writing in a separate Statement of Work, consecutively numbered. Some of the projects may require additional software, hardware and/or services from a third party provider. Any third party hardware, software, and/or supporting services will be negotiated and paid for by the City with payment made directly by the City to the third party, unless otherwise agreed in writing by Contractor and City. All Additional Services that the City and Contractor agree that the Contractor will perform under this Agreement shall be approved by the Chief Technology Officer or the MIS Enterprise Director in writing and the additional costs should be added to the contract and have the City's prior written authorization before implementation of changes. a.
To the extent that equipment or software needs to be purchased by the City, the Statements of Work will include an estimate for the cost of the satne and City shall be responsible for such purchase at its expense, unless otherwise agreed upon between City and Contractor in writing.
b.
Contractor and/or its subcontractors shall be the sole provider of services and personnel for the projects in the Statements of Work unless expressly stated in writing otherwise.
2. FEES: The City will pay the Contractor to perform the contracted services according to the following fee schedule made a part hereof as Attachment A. The maximum sum payable under this Agreement is $450,000.00
The City will also reimburse the Contractor for approved out-of-pocket costs including costs for photocopying, messenger and delivery services, computerized research, travel, long-distance telephone and telecopy and search. The maximum sum payable under this Agreement is at cost. The Contractor shall submit to the City a detailed monthly invoice for payment for services provided. All received and approved invoices shall be processed and paid within 30 days after receipt.
7
3. TERM: The services to be provided under the terms of this Agreement shall begin on October 1, 2009 and shall end no later than December 31, 2009. The terms, conditions and duration of this Agreement may be modified by an executed, written amendment to this Agreement. At the option of City, this Agreement may be renewed on an annual basis for no longer than three one-year period, provided that (A) additional funding, if required is allocated by City and incorporated herein by a duly authorized amendment to this Agreement and (B) the renewal of this Agreement will facilitate the continuity of the services described herein.
4.
FURTHER PROVISIONS: The City and the Contractor bind themselves under the
Additional Terms and Conditions made a part hereof as Attachment B.
5. AMENDMENT: This Agreement is not modified except by written amendment executed by the parties hereto. IN WITNESS WHEREOF the parties hereto have made and executed this Agreement effective the day \~
and year first above written: W~l~
By:Ja=,~
Tax ID No.: 52-2013283
8
, ATTACHMENT A 1
MIS Rate Sheet
09.15.09
.'t;'
@.,,,c-;)f- ~"t:
_1'.-
c'ii1-,:,"'''';;:' ~~
-~~,~tSi~f~:~" -'
tabor"' -. "l":,.,>e',,,,
