HomeMy WebLinkAboutPSA - Assist with Procurement of a Code Enforcement System - Government Finance Officers Association1316 COUNTY -CITY BUILDING
227 W.JEFFERSON BOULEVARD
SOUTH BEND, INDIANA 46601-1830
CITY OF SOUTH BEND JAMES MUELLER, MAYOR
BOARD OF PUBLIC WORKS
April 28, 2020
Mr. Michael J. Mucha
GFOA
203 N. LaSalle St., Suite 2700
Chicago, IL 60601
RE: Professional Services Agreement
Dear Mr. Mucha:
PHONE 574/235-9251
FAx 574/ 235-9171
The Board of Public Works, at its meeting held on April 28, 2020, approved the above
referenced agreement to assist with procurement of a Code Enforcement software system
provider and implementation partner in the amount of $34,000.
Enclosed please find a copy of the agreement for your records.
If you have any further questions regarding this matter, please call this office at (574) 235-
9251.
Sincerely,
s/Linda M. Martin, Clerk
Enclosure
GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JORDAN V. GATHERS JOSEPH R. MOLNAR
"Agreernelit") is entered iiito On
T'his Agreement lor Professional Services (this
April 2020 011e mEffecfive Date"),, by alid hetween the City of South Bend,
by and througli its Board i)f Public Works (the "Cily"), and the Government
Finance 0 fficers, Assoc iati on, o f the 1.3 nited States and C anada, aka GFOA, all Illinois not -for -profit
corporation. with its registered office address at, 203 North LaSalle Stre:et, Suile 2700, C'hicago,
111ira,-)is 60601 (the "Provider") (each a "Party" aXld collecti'vely the "'Parfies"),
For and in, consideration of the rnutual covenants, and proniises contained herein. thy. Parties
agree as fifllows�
9„
The Provider will provide to the City the profssional services, (the
"Services") suit forth in the Pj,-()Vrider`,s prop osa) attached here�toas Exhibit(the'" cop of Wor ''"'p,
Provider shall provide the Services to the City at one or more loc,tfions mutually agreed upon by
the Points of identified in Section 6 below . in the event of any conflict between the, ter nis
of this Agreement and the ternis of the Scope of Work, the terms of thin Agreement Nvill prevail.
The Provider will execute its obhgations urider this Agreernent. in accordance with the prevafling
p f Y n-mance (..)f'
To es standitrd of car�e for pr(�jiects of'similar design kind coynpie-,a , the perfc
the Services pursuant W the terms oftf& Agreement shall conform to high prof�ssional standards
in the Reld of publie tinance, Provider shall use comrnercially reasonable effbrts to fomnulate
opinions anid create information upon which tare City may rety.
2. C��isqtion. in excliange, fi)r the Provider"s satisfactiory performance of the
Servict,s, and subject to the terms and conditions of this Agreement, the City will pay the Provider
a total, fixed suin not to exceed Thirty Four Thousand Dollars ($34,000-00) Whie "("ontract
Attiount") in accordanice Nvith the prQjw budget stated in the Scope of'Work. The ("'ity will pay
the onrraet Amount foltowing ment of'
, dv,, 'City's receipt of an undisputed invoice, and the pay
any undisputoJ arnount shaH be clue within. thirty (30) days of invoice receipt., In [lie event that arly
portion of the invoice is di,SpUted, the Parties shall discuss the reasora fi)lUCh diSPLItC iood faith
and shall further escalate such disc-ussions as set forth in Sectk.m 22 hereof', The invoice shall be
rnailed or ernailed to the City as identified in Notices under Section Q below. rhe City will not
be reqUired to pay Contract Amount it' the City 'is not Satisfied with th.t., Providers peiTormance
Linder this Agreement or any default or breach ofthis Ag7eeinetit by ate Provider exists, as, the City
inay determine in its sole discreiionVhe Provider 'will be responsible for all expenses incurred
while perforTning Services, t,knder this Agreement, including bUt not limited to lodging, airlare,
&IrOlmd ty-ansportation and nicals, The Pr�o�vider will not incur or seek reimbursernent 1br any
expenses from the City.
LJnder this Agreement, the City shall not be responsible
fZw a) FICA, Medicare, Social Security, or anY other fiederal or state withholding Mixes ftora the
Provider's, payments to employees or personnel or rnake payments on: behalt ' of the PTON'i(SCT-1 W)
fi., dera� or state unemployment cornpensation contributions on the Provider's behalf; zind c) the
payment ofany taxes incurred by the Prc wider related toor while perfin-raikg the Services under
this Agreement, including all applicable iriconw taxes tared, if the Provider is not a corporation, all
appheable self-ernploy me tit ta. es, Upon demand. the Provider sluill provide the City with Proof
that such payments have been nwde.
.tqrrwaratrcwra, Unless earlier terminated in accordince with its terrns,, this
4
Agreement will commerwe on the E,,"' ff& i i i,,e, Date and end upon the Provider's satin faclion of all
its obligations hereunder and dic (,'try's final payment therel'i)n Nohvithstanding the fbregoing.
efTective h-ninediately tipm delivery of a written termination notice to tile Pt" O-vider, the it may
terminate this �' ,,,rcemcnt. in 'whole or in part, for any reason, ifthe City determines that such
'lei,,ii,iin,,.i,tionisinti,i,eiv,si,iiiterestoftli,C-City. 1,11 addition, in accorlancewith Ind. (,"(.-)de 6-1,1-18,
payments are SUbject teal appropriation by the City, If the (1 2ity makes a Written determination that
flip is are not appropriated or are otherwise unavailable to stipport the continuation of" this
Agreement, it shall be cancelled. A determination by the City that Funds are not appropriated or
arle otherwise unm,ailablie to stipport the continuation of plerfi-ninance shall be final and conclusive,
'The City wifl not be required to pay any portion ofthe Contract Amount or be otherwise lia-ble for
any, cost, associated with the f1r,ovider's Performance cat' airy Services after the effective chit e of
terrmnation.
5emedies for Breach mod 'C ' 'ontract. 'FP fie rovider's I'aflare lacomes , plete the Services
in accordance with this Aee grrnent will be considered a material breach. In the event of any breach
of this Agreement lay,, the Provider, the City rriay suspend all payments to the Provider and may
ptirsue any and all reinedies avaitable at law or in e(Iiiity, The Provider shall repay to the Cilly any
portion oi`tfie Contract Arricstint expended fi,)r matters not within the s,coe ofthe Serw�ices.
6o ' in ' ts ' of Coritact. Matt Coats, wO ith the ty`s I&F Department was M s ariager of
Operations, and Mike Nfucha, with the Provider as its Director ol"Research and Consulting., wffl
serve as theprincipal points of contact for parposes of this Agreernent,
'7, Relation.,�h-ip. 'Fhe Provider Shall always be ari rode pend et-O Contractor 1`61, the
perfk)rniance of the Services rather than an erriployee of the ity, and no act or omission to act by
the llro,%dder shall in any, way bind or obligate the City, No empioyee of the Provider be
considered or deemed to be an ernployee ofthe City. I'his Agreement rs, strictly lbr the beriefit of
the Parties and not for any third p,,aily or person. 1'his Agreement was negwfiatt,�d by' tine Partie�s at
arni's length and t=h ofthe pailies hereto has reviewed the Agreement after the i,,,)pportunity to
constilt with independent teat
cotinsel. Neither parl:y shall maintain drat ffic larqtrage in the
Agreement shall be construed against any signatory hereto. Fhe Oty mid the Provider hw rw by
renounce the existence of any form of agency relationship, joint venture, or partnership between
the Provider and the City and agree that mAh-ing contained herein or inany docurrient executed in
connection herewith shall be construed as creating any such relafionship between the City and the
Provider,
K Insurance. Provider agrets �,o proctire laird n-tain'tain in effect dtiring the terigs ofthis
Agre,ernent insurance pc,�wlicies in the aniount and with the type ofcoNvrage shoNii belowo,
,i Workers Compensation insurance in the lbrm and aniount requiieL by
applicable law(s),
I
b, Commercial General Liabilih, insurance on aji 110ccurrerice Rasds- with linlits
orliability not less dian $500,000 peroccurrence and/orcombined.single-li t
twdil y iqjuryand propem.y dwnage,
c, Motor Vehicle 1-4abifity, including No -Fault coverage., with ha its ofHability
not less Lhan $500,000 per Occurrence and/or aggregate, cornbincti single limil,,
persoruil injury, bo,dily injury and property daniage, Coverage shall, inclUde all
non-o%Nmed vehicles, and aH 1red vehicles.
d, ProR,,ssional Liability, with limits ofliabili ty c&$M00,000 per clahn and pcd icy
aggreg,ate,
9. 1 ndenui i fi cation of C,
The Provider fiereby agrees to def'�nd, Trawl errinify, and
hold harmless the City, its officials, eniplo.yees, arid agents ti-oni any and all claims of any nature
M-fich arise ftorn the perforinance by, the Prcwider under th,is Agreement and fturns all costs and
attorney, lees in connection therewith, excepting For clairns, arising out ofthe neghgence ash" tile
city, its officials, directors'. einployees, and agents. 111e obliga,tions of," the Provider under this
section shall survi've the tern-nnalion ofthis Agreement,
10, E,itnitation thi of Liabi . Proi,,ider's habilit liar any nialler arising under s
illy, 'Y
Agreement or from any transaction cotacrnplated herein, including without limitation the provision,
of the Services, shall not exceed the actual aniount paid by an insurer as as result ofany claim made
with respect to such rnatter under Provider-'s insurance policies as set f6rth in Section 8
("IrMlrance"),, "Flan City, acknowledges thzit Section 8 is as inaterial terri-i upon which Provider has
relied in entering into (his Agreement and that Pri.wider -would not have entered into this
Agreement in the absence Of SUCII PfXMSi011.
11, Work F'roduct kvnersu . The Irovider will submit its work product to the City
TE 1-11t --- 1, 1 I-P I
in accordance with the ter-nis of the Sa ope of" Work, Any arid all worl, product SUbmitted by the
Provider to the City as part of the Provlder's perfornlance ofthe Services will, become the exclusive
property of the City., and the (-ity will havthe right to use and reproduce, co ie!s f tile Providers
P o
work product ,is the Ciq, determines in its sole discretion without compensation to the Proviw er.
except the compensation expressly, provided for in this Agreemea. However, Provider's
metholdologies (e.g.. surveys, ref�°rence databases) that it has developed before and dUring Ll'-fis
-oprietarN Agreement are the pri)perty of'Provider (collectiv,ely, and together with any Provider pi
assessment lools, the "'GFOA Intellectual Property"). In the course all. performance hereundel�,
ProN,ider may use (and may authorize the City's personnel twat use) certain GFOA hitellectual.
Property toassist in the complietion, ofthis Agreement, The City shall not have or obtain any right
or title to or interesw in such (iF0A Intellectual Propetly (or in any, modifications or enhancernents
ther°eto). Provider makes no express or implied wvarranfies of any kind regaring the GFOA
fntellcctual Propert),
12, Disclainici-, The City hereby acknowledges ffuat (i) Provider is not the soffivare
pn,,rvider or syslenjs integrator" (fi) Provider's, role is to provide infonnation, analyijs aild adyi:ior"Y
servilces, and (Tilt the de- cision on as sollware and services vendor is solely that of' the Cit),,
ACCo,rdingly. the City agrees that Provider shall bear no responsibi lily and shall incur no has bifity
I
with rc�spect to the flerformance or provision o' the softwarc, hardware, or irnf)lementafion
"A"rVice's,
1 g, - I'lanN is,sig - or any
ji Neittiey y shall n, trwi,sfer Or SUbcoritrad the wholi.
.:L _
part of this Agreement or iis obligations hereunder with4)Lgi 4abtaining ffie pdor w,vritten consent of
the, other Party,
14. N " o " tc ieAn s, y notice required or permitted J() be delivered hereunder shall be
dem eed to , delivered when deposited in the United Stales Postal Service, postage prepaid,
registered or certiflied mall, retiim receipt requested, addressed w the Chy or the Prc)vlider, as the
case inay be, at the address set forth, helow.
Provider: (DiLV
GFOA ('17ity, of'Soulh Bend, Indiana
203N, LaSalle St- Ste 2700 Departinem of Innovation &.1"echnology
Chicago, 11, 60601 227 W. Jefferson Blvd., 1200N
Attw Director., Research and Consulting South Bend, IN 46601
Attn: Manager of Operations
�Xlith a, copy tw
City of'South Bend, Indiana
Department of L,aw
227 W. Jefferson Blvd., 120OS
South Bend, IN 466O 1
,,-\ttn-, Corporation Counsel
15, F,, L,�L� iscrin-linatim -a 1p Li The Provider stiall coniply
wwrrtlu all applicable laws and regulations in i,ts hiring and employment practices and policies for
an,,, activity covered byra,L stale, and
, this Agreement Fhe Provider shall comply with all fedL�
rnunicipal laws, regWations, and standards ,Ipplicable to its activities purswint to this Agreement
includin,g ,. but riol limited to, the requirernents imposed by Ind. Code 22-9-1-10 (rlon-
discrimination), the provisions c& Ind. 'ode 5-22-16.5 (rip sqtuifification for deafings with the,
govertirrient of [ran), and the provisions cif* Ind, ('ode, 22-5-1.7 (requiring E-Verify f(.,)r new
eniployeiestmd prohibiting ernployrnent ofuria,uthorized ahens). Each of the foregoi rig prov isions
is incorporated herein as ifset fiords irk full, and the Provider certifies that it is in conipliance with
each such provision and shall remain in compfiance through the term ofthis Agreement,
16. Contractor's Afljdavit. "Hie Provider agrees. as a coridition precedent to the
efl"ectiveness of this Agreement, 0ual its aulhori7ed representative will execute and subrnit to the
City and any, offier appropriwe bodies an atfidavil in the form atuiched hereto asEx,hibit-B.
17. No Into eresi, Provider hereby acknowledges that at (i) has no persorud or finaj16,,,d
requiring the perfonnance ofthe Services other than the f*ee it, is to receive
�ntcrest. in the �1-(,-�Te-CT
under this A� greement-, (ji) shall not acquire any such interest, direlo, or indirect, which \voukl
conflict in any manner vvith the perfinniance of the Services hereaffider; and (iii) does not and v011
riot etnpio.y or engage any person ivfthas personal or financial interest in thepr(,.,w ect requiring the
M
Services under this Agreement,
ree - The Fli°uvider hereby agrees to inake a good faith e�ffi)rt to
jq1!qce,.
provide and maintain a drug -free workplace,,
'The Provider will give writ -ten notice to the City
%Vithin ten (10) days after receiving acaial otice that the Provkler (,.)r art ernployee of the PWiAder
within the State of Indiana ha,,, been coriv,icted of at criminal drug violation oectirfirig in the
'A'014arj)kAC'el
19. Force �LLqjgjtLe- The f1rovider shall riot be rtnponsible for any Iailure otdelay in the
performance ol'ariy �.,6figation hereutider, if such faihn•e or delay is due to as CaUse beyond the
Provkl,er's reasonable control,, including,'but not firniwd to acts of'God or nature, war or terrorism,,
or the government,
20,, Severab LhV, Afl provisions ofthis Agreement shall be considered asseparate terins
and conditicms, arid in the event any on!e s1lad, he held i I fegap, invalid or unentbreeable, all the other
provisions hereot'shall remain, in flull Force and effect as if the illegal, imialid, or unenlfi.rrceable
pj.()Vrjsion were not as part hereof. unless, tfie provision held iflegal, invalid or urienfilsrecable is a
material provision ofthis Agreement, in which case the Provider and the City agree to amend this
Agreement with replacement provisions containing rnutuall'y acceptable temis and clonditions. In
such, case,, the atTected provision or seclion shall be enfiarced as so limited,
21. Entire AlLi kcabie Law. "I"his Agreenen it sets fonh the
— - — — ----------
entire agreernent and understanding between the parties as to the subject matter herrof, and rneq!,es
and supersedes aril prior discussions, agreernients, and understandings of any and were nature
between theni, "I'his Agreement may be 'CIrmendied only, by separate Nm-ifing,, signed by afflhiorizeid
R"presenuitives of both, the Provider ,and the City. This Agreetnent will be construed and
hit erpreted according to the Laws ofthe State ofinditina
solution. In the event of any dispute between the Parties arising from
this Agreement or the Services, provided hereunder, each Party, shall, prior 1A) seeking Judicial
resolution of such dispute, escalate the dispute to as senior representative of'such I'larty, and such
senior representatives shall US& good flaith effloills, to resolve the diSpUle between them, If such
senioir representatives ttrC Unable to resoh(c the dispule, such dispute shall then be decided by
mediation pursuant to prcwedaresjoiraly agreed upon by the Cilly and Provider. Provider and [lie
(",",'ity shall make good faith efftnts to resolve any and all dispules as quickly ,,,,is possible. Judicial
resolution ofany disptites shall be in the courts located in St. Joseph County,. Indiana.
23, WaJv.e1r. No fitilure (,,)n the part of either Party tug exercise, and no delay in exercising,
any right, pover or privilege hereunder operates as as waiver thereof. nor d(,.)e!s any single or pastial
exercise ofany right„ po%,er or privilege hcrt,ajnder preclUde any other or fatilier axerclse thiereof,
orthe xercise of any other right, power or privilege,
2a This Agreement ma be executed �n counterparts, each of which
tl. 'Y
taker), to,.szether slia,11 consfitute one single agruse n,ient between the Parties,
5
� SignatUre page ft'Alowsd
N Wl'1'N[1,' S W111."REOF, By the signatures of their t Uly authorized representatives
below, t,laeparties hereto agree to the, prOvjsj()aas of this Agreement ,,,jnd have caai ed it to be
effective as ofthe E fl etive Date stated above.
Government Fn nee Officeociation.
of the t Jnited States and Canada
N4i e h aO J . Mudia.
Printed Name
Deputy Executive 1_ rector
"isle.
CITY OF SOUTH BEND4 INDIANA
110ARD OF PUBLIC WORKS
BOARD OF PUBLIC WORKS
Gary A. Gilot, President
Elizabeth A. Maradik, Member
Therese J. Doran, Member
Jordan V. Gathers, Member
Joseph R. Molnar, Member
ATTEST:
Linda M. Martin, Clerk
N
Scof Work
(See attached I
Contractor's Affidavit
(See attached, I
Research 1'Consultina Center
Prepared for:
�' City of South Bend, IN
Procurement Assistance for Code Enforcement System
Note: This proposal and description of GFOA methodologies is for the entity listed above.
March 5, 2020
Revised March 9, 2020
Chicago, IL 60601-1210
D
Government Finance Officers Association
March 9, 2020
City of South Bend
Attn: Ahmed Makki
227 West Jefferson Blvd.
Suite 1300 S
South Bend, Indiana 46601
EMAIL: amal<ki2south bendin.gov
Dear Ahmed,
The Government Finance Officers Association (GFOA) is pleased to present this revised proposal
to the City of South Bend for services to assist with procurement of a code enforcement system.
More than 500 governments, have found value in our high level of expertise and our detailed
approach to software replacement projects. We very much enjoyed working with the City as
part of the project to replace its financial software and appreciate the opportunity to propose
services for this engagement. Our approach is similar and will focus on process improvement,
project readiness, and development of detailed requirements. As one of the premier
membership associations for public -sector professionals, GFOA can offer independent,
objective, and best practice -focused consulting services consistent with our mission to improve
government management.
If you have any questions or would like to discuss the proposal, please let me know.
Sincerely,
Michael J. Mucha
Director, Research and Consulting Center
Government Finance Officers Association
Phone: 312-977-9700
Fax: 312-977-4806
Email: mmucha@gfoa.org
Washington, VAC Office
660 N. Capital Street, PAW 0 Washington, DC 20001 202.393.8020 fax: 202.393.0780
www.foa.or
Government Finance Officers Association
"",I`fl"'
TABLE OF CONTENTS
.4,'Pout GFO.4
Scopeof Work................................................................................................................... 4
Task1: Project Planning.....................................................................................................4
Task 2: Process Design and Requirements...........................................................................4
Task3: RFP Development...................................................................................................6
Task4: System Selection....................................................................................................6
Task5: Contract Negotiations.............................................................................................7
Pricing................................................................................................................................ 8
Schedule............................................................................................................................. 9
KeyStaff.......................................................................................................................... 10
References........................................................................................................................ 12
rontract Requirements
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Government Finance Officers Association
Allbout GIIFOA
The Government Finance Officers Association (GFOA) is the premier association for
public sector finance professionals in the United States and Canada. Founded in 1906,
GFOA currently has over 20,000 members that look to GFOA as the gold standard for
identifying, developing, and communicating leading practices in government
management. As a non-profit organization, GFOA's mission is to promote excellence in
state and local government financial management. GFOA accomplishes this mission by
identifying and developing policies and practices and promoting them through
education, training, consulting and leadership.
GFOA's Research and Consulting Center (RCC) is nationally recognized for its
comprehensive analytical and advisory services, as well as for research on issues specific
to state and local government challenges. Since beginning operations in 1977, the RCC
has assisted hundreds of cities, counties, public utilities; and other forms of government
to create best practice solutions to meet their unique challenges. GFOA has built a
reputation as the unparalleled leader in the field of providing objective, independent
advice in the public sector. While most of our engagements involved larger scopes than
we have proposed for the City of South Bend, we have successfully used our approach
to assist in procurement of a wide variety of systems. Our approach to projects focuses
on business process improvement, effective governance, and building organizational
readiness throughout each stage of the procurement process. This is critical for code
enforcement, finance, HR, payroll, and many other types of administrative systems.
M
Resource.
GFOA wiiIII bring many resources to this project. Our best
practices, ever -evolving templates, lessons learned, tools, and
most importantly, our knowledgeable consultants bring
information and past project experience to the City.
Educator.
GFOA prioritizes training throughout our consulting approach.
We want you to be successful and we understand that means
having the information, skills, and perspective necessary at the
City in the long-term.
GFOA's strength is in our network of past clients and overall
Facilitator.
members. GFOA's consultants will be your conduit to this
network. Business process questions or unique issues with City
requirements can be explored with other GFOA members.
Advocate.
Above all else, GFOA will be your advocate. We will champion
best practices. We will work to identify and mitigate risk. We
p
will also work hard to set the City up for a successful
implementation and adoption of best practices.
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Government Finance Officers Association
"",I`fl"'
Scope of Work
IIIIasIk I II°°�'IrojectIIII'°' IIII IIII l IIII
No project can be successful without proper planning and tools to manage the effort.
Working together, the GFOA and the City project manager will prepare the following
tools that will be essential to project coordination.
■ Proiect Plan — GFOA will prepare a project plan in Microsoft Project. This
document identifies all the detailed tasks for the project for both the City and
GFOA, the person responsible for executing those tasks, the estimated time
required to complete them, and any dependencies that a given task may have
relative to other tasks.
• Proiect Documentation - If the City uses a website or other collaboration tool for
project and document management, we will discuss early on in the project how
we can use this for sharing documents and information across the larger project
team. If desired, GFOA can also host a website with collaboration tools
specifically for this project.
• Proiect Management — GFOA will participate in regular project management
meetings and provide a regular (monthly) status report for the project. We
expect our project manager to serve as a coach, guide, and advisor throughout
the project. They will maintain regular communication to address issues, point
out risks, provide lessons learned, and ultimately work to help the project be a
success. Ongoing costs and effort for all project management activities are built
into GFOA's milestones and deliverables.
Deliverables:
1) Project Plan
2) Project Basecamp Site
3) Project Status Reports (for length of project)
IIII j
°t IIII G IIII IIII IIII °° O IIII IIII IIIITnIIII'(
For every software selection project, GFOA believes that governments should focus the
procurement on a set of functional requirements that describe key tasks, calculations,
processes, and other outcomes the system must complete. As part of the project,
requirements development focuses defining what needs to be completed rather than
how the system or the organization handles tasks currently. This allows for future
improvement and full utilization of the system tools and built-in processes to make the
City more efficient.
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Government Finance Officers Association
"",I`fl"'
To gather information on the City's business process and needs for a system, GFOA will
use a variety of on -site meetings, video/conference calls, surveys, or interviews along
with review of current city documentation (ordinances, case law, fee schedules,
standard operating procedures, etc.). If the City has documented business
requirements, GFOA will review those and incorporate comments/suggestions based on
comparison to GFOA best practices and past consulting experiences. If documentation
does not exist, GFOA will work with staff to facilitate a mapping session and prepare
high-level as -is documentation to serve as reference point for any "to -be" discussion.
Process maps will serve an important role in business process improvement efforts and
will be discussed in person as part of a series of focus groups meetings. The focus group
meetings will allow GFOA consultants a better understanding of City process and
provide an opportunity to discuss improvement opportunities. GFOA will also hold
meetings with City staff to show how the current systems are working and better
understand specific requirements the City will need to meet in the future.
GFOA will provide all analysis, documentation, and process design recommendations as
a deliverable. Using this documentation and for each step in the business process, we
will determine both the system requirements and implementation requirements, and
document them using a Microsoft Excel template that will be included in the eventual
request for proposals (RFP).
The scope of our engagement will cover the processes managed by the Code
Enforcement department. The following table provides an overall description based on
GFOA's review of documents provided by the City. As part of Phase 1 of the project, we
would expect to discuss the scope and develop a more refined list of processes. In
addition, if any processes contain sub -processes or specific variations based on type of
action or division, we would also identify and define.
r55„�
' • -Task
Topics
..- Enforcement
0 Inspections
0 Citations / Code Enforcement
0 Hearings
0 Citizen RelationshipManagement
Parcel/Land Record Management (System property
management0 - rty files)
0 Invoicing / Cashiering
Financial Processes
Deposit
Payments.
llections
0 Special Assessments
0 Cash Performance Bonds
Page 5
Government Finance Officers Association
'�,�I`f`;Ldlll ft'"",I`fl"'
GFOA will provide all completed maps, analysis, documentation, and process design
recommendations deliverables. Deliverable 4 will include current state process maps
and analysis. If the City had maps developed prior to GFOA's engagement, GFOA will
include existing maps in the deliverable and link analysis to the City's map. If new maps
are developed, GFOA will provide both the map and analysis. For Deliverable 5, GFOA
will create all future state process maps and requirements. Using this documentation
and for each step in the business process, we will determine both the system
requirements and implementation requirements, and document them using a Microsoft
Excel template that will be included in the eventual request for proposals (RFP).
Deliverables:
4) Process Maps and Analysis (identifying opportunities for improvement)
5) Future Process Documentation and Requirements
In parallel with Task 2, GFOA will work with the City to prepare an overall
procurement strategy designed to accomplish the organization's requirements and
business goals, and mitigate risks during the project.
The procurement strategy will define the scope of the RFP and the strategic choices
for how the RFP is written, and identify a specific plan for moving forward into the
procurement process.
In this phase, GFOA will also develop a detailed RFP document. GFOA's RFP format is
designed to remove disparity between proposals and to provide as much of an
apples -to -apples comparison as possible. In addition, GFOA develops all RFPs with
the end goal in mind — a contract that mitigates risk and leads to a successful
project.
Deliverables:
6) RFP Document
For this part of the project, GFOA will provide proposal analysis, coaching, overall
guidance, and planning assistance. Included in this will be a template "scorecard" that
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Government Finance Officers Association
the City's evaluation team will be able to use to evaluate proposals, take notes, and
score responses. GFOA's methodology is based on a series of elevations that "promote"
proposals to the next level of evaluation. Through defined steps, vendors will be
evaluated and scored according to pre -defined criteria, with the top vendors moving on
to compete at the next step. GFOA's standard evaluation process includes four steps,
shown below
• Written proposal analysis
• Software demonstration and implementation presentations
• Discovery
Deliverables:
7) Proposal Analysis Notes / Scorecard
8) Demo Scripts
9) Proposal Clarification Letters
"`1I"asIII itract II l l ii
One of the most valuable services that GFOA provides its clients is the negotiation of
software contract and implementation service agreements. Too often, governments are
pitted against software vendors that have negotiated contracts many times before.
Understandably, software vendors and their implementation partners want to maximize
profit and minimize risk. GFOA has developed a unique contracting methodology, using
our membership network, to benchmark prices and terms. We propose to use this
methodology — which also ensures that GFOA's best practices are included in the
contract — for this engagement.
GFOA will be involved with developing a software license contract, software
maintenance agreement, hosting agreement, software -as -a -service agreement,
implementation services agreement or any other required to procure the chosen
vendor's proposed solution. In addition, GFOA will take the lead in developing the
statement of work, a critical document. The statement of work outlines responsibility
for the implementation, and it is the primary reason GFOA consultants provide such a
high level of detailed analysis throughout the procurement. GFOA will ensure that the
City's statement of work is defined to a fine level of detail in order to prevent any
unnecessary issues or misunderstandings during implementation.
Deliverables:
10) Finalize Contract and SOW
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Government Finance Officers Association
Unless noted, all pricing is provided as a fixed fee inclusive of all travel costs incurred by
GFOA staff. GFOA will invoice for project deliverables upon completion of project
deliverables. We also understand that projects may face delays, require additional
analysis than what was originally planned, or may require additional effort to address
risks as they come up during the project. We commit to honoring our fixed price to
deliver a successful project.
During the entire project, we expect to be on -site approximately three weeks (2 for
business process review and 1 for demos). Offsite work related to those tasks will be for
preparation or to finalize any reports.
Due to the current situation with the COVID19 pandemic, we would be prepared to
work with the City to find the best path forward to begin the project. Potential options
could include:
1. Start the project and work remotely until travel is allowed. GFOA has been very
successful in using virtual meetings with clients over the past month.
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Government Finance Officers Association
"",I`fl"'
2. Start the project and focus on information gathering and RFP processes deferring
business process improvement until travel is allowed
3. Delay the start of the project
4. Other options preferred by the City
GFOA has proposed the following high-level schedule to complete all work described in
this proposal. This proposed schedule is provided for information and discussion and
based on sample schedule. GFOA would determine actual start date after discussion
with the City. GFOA also understands that it may be to the City's advantage to
accelerate work on this project and condense the time schedule. GFOA would be
prepared to meet the City's desired schedule.
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Government Finance Officers Association
"",I`fl"'
Mike Mucha joined GFOA in 2006 and is now the Director of the Research
and Consulting Center. In this role, Mike oversees GFOA consulting
projects, research activities, the Government Finance Review, planning for
GFOA training and conference, the GFOA website, and other strategic
initiatives for GFOA. Mike also leads GFOA's consulting practice and focuses
on providing guidance to local governments on how to use technology
more effectively, improve business processes and administrative practices,
and implement best practices in financial management. Mike has managed
projects for both large and small governments, regularly speaks at GFOA
training events, and has written numerous articles on public sector enterprise technology
applications.
Some recent clients included the City of Eugene (OR), City of San Luis Opispo (CA), Pasco County
Schools (FL), Orange County Schools (FL), City of Spokane (WA), City of Longmont (CO), City of
Hayward (CA), Sonoma County (CA), Yolo County (CA), the City of Westerville (OH), and the City
of Aspen (CO).
Education
B.B.A in Economics, University of Iowa
M.S. in Public Policy and Management, Carnegie Mellon University
Eva Olsakerjoined GFOA in 2005 and is now a Senior Manager in the Research and
Consulting Center. Eva brings years of experience in technology and management
consulting projects, specializing in, organizational reviews, technology needs
assessments and business case reviews, business process analysis, software selection
methodologies, and implementation advisory assistance. Eva manages projects for both
large and small governments, with an emphasis on improving organizations business
processes, specializing in human resources, payroll, and finance functions and processes.
Prior to joining GFOA she served as a senior consultant with a private management -consulting firm for ten
years. Eva consulted with private and public sector organizations to implement customer relationship
management software, improve business processes, productivity and methodologies.
Eva is currently working on a very similar project for the Town of Hillsborough, NC.
Education
• BA, Political Science from Ball State University
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Government Finance Officers Association
"",I`fl"'
Ryan Lawler is a Senior Manager in the Research and Consulting Center.
He participates in research projects, consulting engagements, and on -
site needs assessments. In addition to consulting, Ryan staffs GFOA's
Committee on Governmental Debt Management and organizes the
Research and Consulting Center's debt management training materials
for on-line and classroom course offerings. He worked with the City of
Dallas, TX in several capacities prior to joining GFOA. He has experience
in developing and monitoring operating and capital budgets, debt
issuance analysis, program management, and fleet procurement.
Ryan has managed GFOA's projects in Myrtle Beach (SC), City of South Bend (IN), City of
Rosevile (CA), Douglas County, (KS) and others.
Education
• BGS, University of Kansas
• MPA, University of Kansas
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Government Finance Officers Association
"",I`fl"'
References
- " 2
IIVI�u° Contact Clancy Priest
i'lln Phone: 925-314-3327
HA'- XRo Email: CPriest@danville.ca.gov
(Clancy Priest was IT Director for the City of Hayward during the
project. He is now with the Town of Danville).
GFOA assisted the City with needs assessment, process mapping, system selection, and
implementation of its enterprise technology project. The scope of the City's project
included financials, HR, payroll, code enforcement, permitting, utility billing, and more.
As part of the scope, GFOA worked to document processes and define requirements for
the City's code enforcement processes.
III IIIIIIIIVuuu�m�uuVllY.Vuim�IVuIIIIIIIIIIIVuu
Contact
Phone:
Phi RENVILL Email:
Leo Beltran
630-836-3050
Ibeltran@warrenville.il.us
GFOA assisted the City of Warrenville to with projects to replace both its financial
system and code enforcement and permitting systems. GFOA performed a needs
assessment, process analysis, and system selection. The City of Warrenville selected
Microsoft Dynamics (similar to the City of South Bend)
Contact
Jane Davis
Phone:
386-506-5503
Email:
jadavis@port-orange.org
GFOA assisted the Town of Port Orange with process assessment and requirements for
permitting and code enforcement. GFOA also worked with the Town to develop an RFP
and manage selection project for a financial system.
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Government Finance Officers Association
'�,�I`f`;Ldlll ft'"",I`ll"'
Contract III !I! ireirneints
• GFOA is a nonprofit membership association made up of members representing
organizations like the City. Therefore, the GFOA's liability and indemnification under any
agreement reached with your organization will be limited to the extent of claims paid by
insurance coverage currently in force.
• The City's staff will be reasonably available for interviews and will participate in the
project as agreed upon and appropriate. The City agrees not to cancel meetings once
established (which would increase our travel costs).
• Unless otherwise stated, the City agrees to confirm acceptance of deliverables within a
mutually agreed upon number of business days. If a deliverable is not accepted, the City
must state in writing to the GFOA Project Manager the changes needed to the
deliverable to gain acceptance.
• The GFOA conducts the majority of the engagement work on a fixed -fee engagement,
where payment is due upon completion of deliverables. If any work is to be billed using
a time and expense method, the time and expense portion of the engagement will be
billed on a monthly basis at the hourly rate of $250/hour, unless otherwise noted.
o Note: All services are currently proposed as fixed price.
• When performing work on -site, GFOA staff will be provided appropriate workspace and
access to copiers, projectors, workspace, and miscellaneous office supplies if necessary.
• GFOA is scoped to prepare one RFP document and conduct the evaluation process for
that one RFP. If it is determined to be in the City's best interested to release multiple
RFPs, GFOA will develop those RFPs at no additional cost. Proposal evaluation and
system selection services for multiple RFPs may require additional cost.
• As an educational, nonprofit, professional membership association, the GFOA reserves
the right to publish non -confidential documents describing the results of, or created
during, the services described in this scope of work. The GFOA will not publish any item
with the name of the City without obtaining prior written consent of the government.
• The City recognizes that GFOA's role is to provide information, analysis and advisory
services. As such, GFOA bears no responsibility for the performance of the software,
hardware, or implementation service suppliers.
Page 13
WIven the prospective Coodractor is ginable 14) c-dorij& tt) any qf'Osestatentents below, itshallatlach an expilination to this A.ffidavil.
CON']"RACTOWS NON -COLLUSION AND NON-DEBARMEN"I" AFFWAVY. F,
WITH IRAN, EM'PLOYMEN,r EuwBiu'ry,
CERTIFICIATION REGARDIN(fi INVESTMENT If"ICATION OF USE
VERIFICATION NON-DISCRIMINA:TION COMN11"I'MENT XND1 CERT
OF UNITED STATES STEEL PRODUCT'S OR FOUNDRY PRODUCTS
(Must be completed fior all quotes and bids, Please type or print)
S1 ATE, OF '� 11-1.
cou4"ry
'I'he rand erslgrwed C" ontractor, being dWy swoni upon his/her/hs oath., affinns ander the penalties ofpertury that�
I . (""ontnactor has, not, nor has, any other member, representative,, or agent of the firm,
cornpany, corporation or partnership represented by h4n, entered into any cornbination, col1w.,ion
or agreenient with any person relative to the price to be bid Ib.y ara yone at such letfing nor to
prevent any, person, froin biddng tior to indUce anyone to reftain from bidding, and that this Hd
is rnade w4hout reference to any other bid and without any agreement, understanding or
cd,')rnbination, with any other person in r6crence to such bidding. Contractor ftirther says that no
person, or persons, firms, or corporadon has, have or will receive directly or indirectly', any
rebate, fie, gall:, conirnission or thing ofvalue on account of such sale, and
2,, Contractor certifies by submission c& ffiis pr(')posal that neither contractor nor any of its
principals are presently debarred, suspended, proposed ftrrr debwrnent, declared inehglble, or
voluntarily excluded 'from participation in this transaction by any 1--'i',-,dera1 depinnient or agency:
and
3, Contracfor has run,, nor has any SL1CcLsm.)r to, nor an affifiate of, engaged in
investment activilies in fran.
a. F"OT' PLWPOSeS Offllk Cerd fication, "Iran" rneans the governniewr of fran and any agency or
instrurnentafity of1ran, or as othenvisie defitwd at hi& (ode § 5-2246,5-5, as amended from.
flrne-to-dme.
b, As j.'wovided by Ind. Ccrde § 5-22-� 6,5-8, as amended prong firne-to-fime' a Contractor k
engaged in investment activides in Iran ife,Ither:
i. ("Ontractor, its succcsor or its affiliate, provides goods or services of twenty inflHir..)n
dollars ($20,00(l,000) or niore in vaWe in the energ p secAor of Iran: oar
il. Contractor, 4s sw',,.cessoror its affiflare, is as financial 4IStiftition that extends tiventy
aidlion dollars 620,000,000) or niore hi credit to another person for fiorly-nve (45)
days or rnore, ifthal person wifl (i) use the credit to provides goods and services 41
Non CoHmqon Affidava Noi� Iran Fcun 20k,',
the energy sector ki kan; and (i) at i he, lime the financial institution extends credit, is
a person identified on Hst pubfished by the hidiana Department ot'Adki,dnstrafiom
4, Contractor does not knowingy erriploy or contract w4h an unauthorized alien, n(-,)r iretam
arty empiloyer contract with a person twat the Contractor subsequently learns is an
unauthorized alien. ontractor agrees that hehshe/it shall enroll in and verify, the work eligibility
status of all of Contracror's newly Ifired employees through the E-Verifw Program as defiried by
LC% 22-5-13-3. Contractor's docurnentaton of enrollment and pari,icipation in the E-Verify
Program is included and attached, as part ofthis bid/quotc�p and
5a C'mitractor shall require his/her/fts subcontractors performing work under this PUblic
ccintrad tar Cel-tilt' that OIC SUbcontractors do not knowingly employ or contract with art
unauth(:)Hzed alien, nor retain any employee 01. COTlIrract Nvith a per'son that the SUbcontractor
subsequendy iearns is an unauthorized alien, and that the subcontractor has er1rufled ill and is
participating in the E-Verify Program, The ("ontractor agrees to maintain this certification
throughout the term wet, the contrw with the City of, South B,end, and Understands that the City
ma.y terminate the contract year default ifthe C..'ontractor faiktocure as breach ofthis provision no
Qatar than Nrty (30) days after being notifield by the City,
1
6Perscms, partnerships, corporations, associations, orjoint venturers awarded a contract by
the (Ity of' South Bend through its agencies, boards, or commissions shall not discriminate
agairtst any empioYee or applicant, ft.)r, employment in the perf6rinance of a City contract with
respect to hire, tenure, tenns, conditions, or privileges of" emppoynierrt, or, any matter directly or
indirectly r0ated to employinent Ibecraa,use ofrace, sex, r0igion, color, national orighl, ancestry,
age, gender expression, gender identity, sexuat orientation or disability, that does, not MRct that
pe rso n's a b i I � ty to pe rfor-rn the work.
�n awarding contracts, for the purchase ofw(�)rk, labor, servnces, supplies, eqtOpment, rnaterhils,
or any combination of the f oregoing including, but not limited t(..), public works ou.-)Tltracrs
awarded under put)fic bidding law's or other contracts in: mihich public bids are not required by
law, the City, its agencies, boards, or commissions may consider the (.7ontractor's gr:.,W fitith
eff6rts to obtain participation by, those C'ontractors certified by, the State offridiana as a Minority
Business ("MBE") (:)r as as Wornen's Business Enterprise ("WBE") as a factor in deterrninang
the lowest, responsiWe, responsive bidder.
In no event shafl persons or endfles seeking the award ol'a City contract be required to award a
subcontract to an M1IE`/WBE`4 however, it may not unlawftffly discrirninate against said
WBENDE., A finding of a discrit-ninatory practice by the City's MBE/WBE Ufflization Board
shall prohibit that persxm or entity (rorn, being awarded as City c<mtract for as period of one t I)
year From the date Of Stich determination, and such determ i nation, may ako be grounds fbr
terminating the contact R)r which the discriminatory practice or noncomphance perta4is,
7 ,, The undersigned contractor agrees that the fifliowing nondiscrimination commitment,
shall be made a part cap. any contract which it may henceR)rth enter into wvith the OtNy of South
Bend, Indiana or any of its agencies, boards or cornmissions,
NOM,( 'Ofh"r � If, Non- ry )ebaymew VYI&J%q� r�q,pVv jrzjvr vJ, ?()
Contraclor agrees not to &criffdnate against Or intinniclate any t.,jjjpk)yee or applicant f6r
ea,jj p�loy ,lent in the perfi�nrtnace of this contract with privReges of employment, or an,, matter
directly or indireedy Mated to, erriployrnent, because of race, refigion, color. sex, gender
expression, gender iden'fity, sexual ofientation, , handicap, national origin or ancestry, Bread of
this provision may be regarded as, material breach ofcontract,
1, the Undersigned bidder or agent as ctnitractor on as public works pr�ect, andersvdild, nly
statUtOrV obligations t(,r) the use of steel products or fcwndry products made in the United States
(I.C. 5 -16-8- 1 ).� I hereby certify that I and all subcontractor's employed by me for this farm ect w i H
use steel products or foundry products made in the United States on this pr(:)ject if' awarded. i
understand I have an affirmative duty, 110 notify the C ity in any bid that rny proposal does not
include the use of" steO products or tbundry products made in the p Jrfited States, I understand it is
nn ,, sMe obfigation and responsibilit.y to provide ajusfification to the City, SUh.ject to review and
approval, why the cost of I.Jnited tates made steel or fOUndry products IS Unreasonable. Prior to
award and upon SUbmission of"b�id which does flOt WSW steef products or foundry products made
in the United States, the CI ity, through its director ol'public works, shaH make as deten ninaflon of
the price of United States made steel or f6undry iS Uffeasonable. I un&-,rstand that violations
hereunder may result in 1`666ture ()p'contractual paynients,
I hereby affirin Under the [.,miaffies ofpeijury that the facts and irdorniation contained in the f6regoingbid frbr
public works are true and correct,
Dated this
. ..... day 20,-,
Contractor/Bidder (Firni)
. . . .......
,,,A)'ognafure ot,6:,Ptr6Ctor,Ndd r or Its Agent
J1, "s- 0,
Printed Name and Title
Subscribed and sworn to beftire nie day of 20
My (.'-,'onmipsswn Expires
Notary Public
County of'Rcsidence
IV m-(,4AW'spon Non"l, )u58FYYTe11t AAW011 NO" fran Forrn2016
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 4/20/2020
Name Matthew Coats
Department Innovation & Technology
BPW Date 4/28/2020
Phone Extension 5817
Review and Approval Required Prior to Submittal to Board
Diversity Compliance ®
and Inclusion Officer
Officer Name
Michael Patton
BPW Attorney ®
Attorney Name
Clara McDaniels
Dept. Attorney ®
Attorney Name
Sandra Kennedy, Tom Panowicz
Purchasing ®
Michael Schmidt
Check the Appropriate
Item Type
— Required for All Submissions
® Professional Services Agreement
❑ Open Market Contract
❑ Bid Opening
❑ Quote Opening
❑ Proposal Opening
❑ Chg. Order, No.
❑ Other:
❑ Contract ❑ Proposal
❑ Amendment/Addendum ❑ Special Purchase, QPA
❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet
❑ Quote Award ❑ Reject Bids/Quotes
❑ C/O & PCA No. ❑ PCA
❑ Traffic Control ❑ Resolution
❑ Ease./Encroach
Reauired Information
Company or Vendor Name
Government Finance Officers Association (GFOA)
❑ Yes ❑ If Yes, Approved by Purchasing
New Vendor
® No
Yes
MBE
MBE/WBE Contractor
Completed E-Verify Form Attached
❑ ❑ No
Project Name
Project Number
Funding Source
IT Operating
Account No.
279-0672-415.36.04
Amount
$34,000
Terms of Contract
—6 Months
Purpose/Description
GFOA to assist Code Enforcement with requirements gathering, writing an
RFP, and facilitating selection for a Code Enforcement software system
provider and implementation partner.
For Change Orders Only
Amount of ❑
Increase $
❑
Decrease ($ )
Previous Amount
$
Increase %
Current Percent of Change:
Decrease ( %)
New Amount
$
Increase %
Total Percent of Change:
Decrease ( %)
Time Extension Amount:
New Combletion Date: