HomeMy WebLinkAbout10 AWARD PROFESSIONAL SERVICES CONTRACT FOR ENTERPRISE APPLICATIONS SOFTWARE ASSESSMENT STUDY INCLUDING AN ENTERPRISE SOFTWARE PLANMEETING DATE: JULY 18, 2017
TO: JEFFREY C. PARKER, CITY MANAGER
FROM: JOHN A. BUCHANAN, ACTING FINANCE DIRECTOR
SUBJECT: AWARD PROFESSIONAL SERVICES CONTRACT FOR
ENTERPRISE APPLICATIONS SOFTWARE ASSESSMENT STUDY
INCLUDING AN ENTERPRISE SOFTWARE PLAN
SUMMARY:
Staff requests that the City Council award the professional services contract to ClientFirst
Consulting Group, LLC (ClientFirst) in the preparation of an Enterprise Applications
Software Assessment Study including an Enterprise Software Plan.
RECOMMENDATION:
It is recommended that the City Council:
1. Award the professional services contract to ClientFirst Consulting Group, LLC for
the Enterprise Applications Software Assessment Study including an Enterprise
Software Plan; and
2. Authorize the City Manager to execute a Professional Services Contract on behalf
of the City with ClientFirst Consulting Group, LLC.
FISCAL IMPACT:
The contract amount with ClientFirst Consulting Group, LLC, if approved, is not -to -exceed
$44,950. Funds have been budgeted for this project in the FY 2017-2018 budget.
CORRELATION TO THE STRATEGIC PLAN:
The Enterprise Applications Software Assessment Study including an Enterprise Software
Plan implements strategy number five (5) of Goal E: Organizational Excellence and
Customer Service.
BACKGROUND:
The City currently utilizes multiple software application solutions and the existing applications
are presenting issues and challenges within the City's software enterprise environment. The
City's experiences are not unique, as many other municipalities have or are experiencing
similar challenges. Many of these challenges include:
• Lack of integration between systems.
PSA Contract for an Enterprise Applications Software Assessment Study including an
Enterprise Software Plan
July 18, 2017
Page 2
• Difficulties in creating or preparing custom reports and management reports in support
of decision-making and collecting data for measuring results.
• Proliferation of shadow systems, databases, and spreadsheets to support
departmental activities that the City's centralized systems cannot fulfill.
• Lack of or inconsistent graphical user interface that would assist the user in providing
a more intuitive experience in using a software application.
• Numerous annual maintenance contracts with annual costs higher than typical on a
cumulative basis.
• Difficulty in providing online services internally and externally to the public, including
citizens and customers.
The purpose of the assessment will be to determine if the existing enterprise applications
represent a viable long-term solution, or if the City should consider options for modernizing
our application environment to achieve a higher degree of functionality and utilization.
The consideration of selecting and implementing new core enterprise application systems is
a serious step, without proper preparation and planning. Under the proposed contract,
ClientFirst will conduct an Enterprise Applications Assessment Study including an Enterprise
Software Plan. This assessment will include an Assessment Findings and
Recommendations Report that will outline recommended next steps, including feasibility and
readiness to proceed with the selection and implementation of new enterprise application
software or the reimplementation of existing enterprise software to achieve increased
utilization. ClientFirst will deliver a draft report to the staff in approximately 3 months from
the date of the initial kickoff meeting.
Staff reviewed three (3) proposals and interviewed the firms. The consultants were evaluated
based upon the following criteria: knowledge, experience with similar projects, their approach
and understanding of the scope of services, references, availability, and cost. Staff is
recommending ClientFirst as the firm best positioned to successfully perform the software
assessment and develop the strategic plan. The assessment was based on ClientFirst's
comprehensive approach to the project, their strong understanding of the required scope of
services, project team, strong references, and relative experience in the preparation of
assessments for more than 50 agencies in California.
oh A. Buchanan
g Finance Director
Attachments: ClientFirst Presentation
�� —eez,�,J
Sean Tran
Deputy Director of Finance
LTJ
ti
r
O
N
00
V
•�
L
�
V1
V
ti
r
O
N
00
U>
-C
C
o
o.
Q
;c
m
_
m
.
cc 0
O
M
CL
•
o
O
CL
O
Q
=
C
U)
Cl
m
•
ci i
J
•
a
ULL
CD
N
U)
d :1
C
rte.+
N
�,
0
C
C L
U
ca
cN
,,
O
.�
> a
C U)
O
�_
��
_
N
:r C
N > O
a
O
O
a
x
w
O �-..-0
U)
(a.�
a
d
�
CL
CD
W O
U
V
U m
>
0 O
ami
vi > E
C
�
� U ca t--
co
m N
d C V
�+
CL
E
OQ
•L
•i
ca
N
t
'� a
•L
ii.
C Q V
=
0
oca
'
OO
cn
>
°>
N
1
o
.rV-
'�
v
+�
C
m
O (D
a
ami
_
cl.
= E
1
o
O
Q t
U)
L)
O
-19
Lm
O
cn
L
O N C
a O
V
L+
+�'
r- E
N
Q
s
o>
4D o
Q
~
Q N
E
+�
x o o
N
Lm
•
ca
w Co
L) 3
'a
a
cn Q
m
Z
O
Q
a
H
c
0
4—
Q-
4--
L4-
0
—
Q
L4-
0
E
E c
0
Cn �
0 9
CL v, O r.L
-W i .- 0
._
cn
O
w uu
s �
H
O
N
0
Q
N
Q
Ln
Lo
N m _O
O N
IL U
70 N O -�
Ln
0 LU� � N .O
O
22 u
C/) V)Q N v, Q Q _0
N 5 c 70 a�
-= O
O Q Q w o_ • O u= Q co Lo Q
W d Q
z
J
z
U
C7
O
J
O
z
U
W
H
IN,
W
^E
W
cz
WE
.0)
U
cn
Q�
0
3
O
.0
v'
p
O
w
Q
�
O�
O
E
>
O
O
�-
Ln
Ln
0
O
U
O
O
�
O
`i
O
•Q
U
U
U
._
vi
4-
O
Q
�
�
�
O
�
p
p
Q
•—
E
U
p
p
n
�„
• —
O
—
O
i
U
O�
Q
•�
O
.>
U
�-
Q
V)
j
�
•�
UO
Z
Z
o
U
m
w
L-
V) O O N
O
N E O O
4-
3 U n U N U O cn c}
N—�0 3� O O p 0.- C:.-) LO
) N
O 0-0�, — >> N O NO N 00
p U p U E UN O U O U O LU O U— O
nn'' nL
W W �
p > > p
U:2U0��� D��
n` O N .� O O O O .� O Q O >- N J 0 0
<
0 0 0 0 0 0 0 0 0 0 0 0 0> N O Q U U
V-1
UUUUUUUUUUUU.0UQUCL V)z0
V)
} }
Ln
O O NLn
O O ' O � � � O �' � O •L _ � p N � p
0
� j`°.o.�E E=Uo
O N O O N O p 0 p D O O O p C 0 0 0 0
V) JCS UJ W JJUUQmUUU=_La-CLCLQ:� O
4- 4— 4- 4— 4— 4— 4- 4— 4- 4— 4— 4— 4- 4— 4— 4——
L O O O 0 0 0 O O O O O O O O O O O O O O O O O
>_>1>1>1>1>1>1>1>1>_>1>1>1>1>1>1>1>1>1>1>1U
UU:2U6UUUU55UUUUUUUU6U6U