Administrative Services Department

Transcription

1 Administrative Services Department SUBJECT: Consideration of a Resolution and Contract Addendum with Prescient Solutions, of Schaumburg, IL for staffing in the annual amount of $547, for a three-year total budget amount of $1,642, AGENDA ITEM: 9. b. viii. MEETING DATE: July 19, 2011 VILLAGE BOARD REPORT TO: Village President and Board of Trustees FROM: Amy L. Ahner, Director of Administrative Services, ( ) THROUGH: Todd Hileman, Village Manager PURPOSE AND ACTION REQUESTED: Staff requests that the Board approve a Resolution and recommendation to execute a contract addendum with Prescient Solutions ( Prescient ) for the purpose of extending the Agreement for a new three-year term and amending the agreement to reflect new payment terms. BACKGROUND: The Village of Glenview entered into an Information Technology Services Agreement ( Agreement ) with Prescient for a three-year term commencing February 5, 2007 for $1,883, with an option to extend the Agreement for an additional three-year term. The Agreement was amended in May of 2008 to add a full-time Application Support Engineer to directly support user administration, vendor contact and report creation for the Village New World public safety software application and the Village enterprise software application Municipal Information System ( MUNIS ). This additional resource supported Dispatch during a leadership transition and allowed supported the Prescient team in its efforts to complete a complex Village-wide network restructuring project. The Agreement was amended a second time in November of 2008 to reduce the total number of staffing resources back down to a total of four. The Agreement was amended a third time in August of 2009 after a contract renegotiation for a zero percent annual increase and three-year contract extension. Major enterprise development projects were stabilized by the end of 2010 (Attachment 1 Prescient Solutions FY 2010 Accomplishments). Page 1 of 13

2 DISCUSSION: The vendor s contract performance has been excellent. Figure 1 graphs the help desk ticket trends showing the peak volume of the 2008 network restructuring and the 2009 and 2010 major enterprise application development projects. The demand for IT support hours have monthly decreased on average by six percent since November 2010 representing a stable, secure environment. However, the trend in decreased demand must be addressed to appropriately align resources knowing that the 2012 budget projections are projected to fall short of revenues. In light of the progress on enterprise applications, the current stability of the infrastructure, and the decreased internal service demands, Village staff negotiated with Prescient Solutions management to realign and reduce resources in advance of other potential Village expense reduction measures. Proposed Terms The terms negotiated in the proposed Addendum #4 (Attachment 2 Addendum #4) are: The total contract resources are reduced from four to three with the Administrator/Helpdesk services distributed among the three remaining resources beginning July 18, 2011; Establish July 18, 2011 as the contract date and extend a three-year term through July 17, 2014 with a zero percent annual increase; Provide for an option to extend the Agreement for an additional three-year term inclusive of a mutually agreed upon COLA increase; The contract can be increased or decreased at the annual or semi-annual review based on a reassessment of resources, changing market conditions or changes in projects. Staff considers these terms favorable and they result in a 2011 savings of approximately $54,000 and an annual savings of $120,000 in 2012 and 2013 as compared to the current contract rate. The proposed terms also include a cost of living freeze which controls the highest level of potential cost increases and does so for a three-year period. Page 2 of 13

3 BUDGET: The proposed annual contract amount will be reduced to $547, from $667, for an annual savings of $120,000. For 2011, six months and two weeks will be paid at the higher rate and the remainder of the year will be paid at the reduced rate with an annual total contract spend reduced to approximately $613,100. The savings by fund is listed below. Funding Source Corporate Dispatch Glen Capital Project Glen Caretaker Water North Maine Sanitary Sewer Commuter Parking MERF Account Number Budget Contract Encumbered New Amount Requested Within Budget? (Yes/No) $ 600, $ 600, $ 551, Yes $13, $13, $12, Yes $18, $18, $16, Yes $3, $3, $3, Yes $18, $18, $16, Yes $8, $8, $7, Yes $3, $3, $3, Yes $ $ $ Yes $1, $1, $1, Yes Total Amount 2011 Request $613,100 Total 3-year Contract Request $1,642, RECOMMENDATION: Staff recommends that the Board approve a Resolution and recommendation to execute a contract addendum with Prescient Solutions of Schaumburg, IL for staffing in the annual amount of $547, for a three-year total budget amount of $1,642, ATTACHMENTS: 1. Prescient Solutions FY 2010 Accomplishments 2. Prescient Solutions Contract Addendum #4 3. Resolution Page 3 of 13

4 Attachment 1 Prescient Solutions FY 2010 Accomplishments Page 4 of 13

5 7/14/2011 Highlights (Apr 2009 Oct 2010) Village of Glenview 2010 Account Review 7,054 help desk tickets closed 13,093 hours logged Contracted for approximately 12,000 hours 400 hours supplied by Prescient staff not on contract Expansion of Dispatch to include Grayslake Munis upgrade to version 8.0 completed New Munis modules implemented Expansion of SharePoint / EIC 3 How did we get here? Village submitted RFP to Prescient Nov Prescient Selected by staff Contract approved by Village Board Jan.16, 2007 Prescient Staff on site Jan. 17, 2007 Contract Commenced on Feb. 5, 2007 Application Support position added July Prescient staff reorganized on October 7, Todd Fatheree joined team as IT Manager. Daily Support Functions Major Applications New World, Munis, SharePoint, Arbitrator Infrastructure Monitor overall server health and review server log files Server maintenance and break/fix issues with server software and hardware Network infrastructure support and monitoring including routers, switches and firewall Maintain wireless network Respond to all Helpdesk requests made thru , phone or in-person Install and configure newly purchased PCs/Laptops General Support Maintain PC inventory via SharePoint Coordinate purchasing of technology items (computers, printers, accessories, etc) Provide support to wireless phones (Blackberry, Nextel, Verizon air card) Provide general PC support and troubleshooting Help Desk Monitor and respond to all technology issues Document support requests via TrackIt! 24x7 phone support via on-call phone 2 4 Page 5 of 13 1

6 7/14/2011 Help Desk Tickets Applications General Infrastructure Completed Projects Application Support MUNIS Major Version Upgrade and New Module Deployment Implemented Financial, HR, and Permits Dashboards Citizen and Employee Self-Services Purchase Requisition and Order Module Phase I implemented Panasonic Arbitrator 360 Worked with Police to deploy digital video systems to the squad cars Major upgrade for New World / CAD System - Mobile Police squads and Fire apparatus software can now be updated automatically GIS functionality improved Applied mapping layer updates using data supplied by GIS Added new layers not originally implemented Deployed Toughbooks to Fire apparatus 5 7 Project Work Completed Projects - continued Application Development SharePoint Vast expansion of SharePoint functionality Board packet workflow FOIA Wellness Committee Commissions Volunteer Web Forms EIC Green Business Initiative MUNIS Developed process to import address data into MUNIS from GIS Firehouse Created method of accessing historical information contained in Firehouse to maintain access to old Fire records 6 8 Page 6 of 13 2

7 7/14/2011 Completed Projects - continued Infrastructure Expansion of wireless network Added five access points at the Police Department to provide access for uploading of squad video and to provide better coverage for general use Worked with Public Works to update the fuel system to communicate via wireless to the network SCADA Tested used of wireless to provide connectivity to critical Public Works stations Fire Station 7 Provided necessary technical support to bring up network connectivity, phones, security, and dispatch communication to the new Fire station VMware Moved forward with a high-availability virtual computing system using VMware Many new servers are being deployed in a virtual environment, which eliminates the need to purchase physical servers Projects Description Benefit Status Electronic Board Reduce paper Q Documents Make board documents easier to access implementation Upgrade Munis to Version 9.1 Upgrade New World to Version 9 New user interface, more e-services, expanded dashboard and web client option Q implementation Mobile enhancements for reporting Q implementation Web Content Management Upgrade to Microsoft Exchange 2010 Implementation of new VoIP phone system Leverage Sharepoint to enable department update and increase transparency Additional features Integration with InfoPath/SharePoint Replace aging digital PBX phone system Enable new features Increase reliability Q implementation Q implementation Q implementation 10 Page 7 of 13 3

8 Attachment 2 Contract Addendum #4 Page 8 of 13

9 ADDENDUM #4 TO THE CONTRACT FOR THE PROVISION OF SERVICES TO THE VILLAGE OF GLENVIEW BY PRESCIENT DEVELOPMENT, INC. EFFECTIVE JULY 18, 2011 THIS ADDENDUM, made and entered into as of the date of the last signature hereto, supplements and amends the Contract for the Provision of Services between The Village of Glenview ( Glenview ) and Prescient Development, Inc. ( Prescient ) dated February 5, 2007 (hereinafter the Contract ). This Addendum describes the new resource requirement, term and payment schedule of the Agreement between Glenview and Prescient. The terms of this Addendum and the terms of the Contract as amended by this Addendum will also govern the provision of the new payment amounts. In connection with the original payment amounts described in the Contract, the Contract shall remain in full force and effect as stated in Attachment A, section Contract Dates & Payment Schedule. All of the capitalized terms not otherwise defined in this Addendum have the same meaning as contained in the Contract. The following sections or paragraphs replace or are in addition to the respective sections or paragraphs contained in the Contract. Wherever discrepancies, modifications or revocations appear, the terms contained in this Addendum shall prevail, any language in the Contract to the contract notwithstanding. The sections or paragraphs of the Contract that are not expressly replaced by this Addendum shall remain in effect for this project pursuant to their terms. 4. TERM AND TERMINATION 4.1 This Agreement (the Additional Term ) shall be deemed to have commenced July 18, 2011 and shall continue for a period of three (3) years (the Term ) or until terminated as hereinafter provided. Upon the expiration of the Additional Term, Glenview shall have the option to extend this Agreement for an additional three year period (the Second Additional Term ). The Second Additional Term shall be on the same terms and conditions as the Additional Term. In the event Glenview elects to exercise its option for the Second Additional Term, it shall provide written notice to Prescient no less than one hundred eighty (180) days before the expiration on the Additional Term. Prescient shall have the right to refuse Page 9 of 13

10 Glenview option by providing Glenview with written notice of said refusal; however, in such an event, this Agreement shall terminate one hundred eighty (180) days after Glenview s receipt of said refusal. ATTACHMENT A SECTION Prescient Resources page 1 Prescient Resources Prescient will provide the following resources over the term of this Services Agreement. Core Resources Resource Type IT Manager-Senior Network/Server 1 Application Developer 1 Application Support Engineer/Help Desk 1 Additional Resources Number of Resources Remote Resource Type CIO Services Senior Server, WAN, Security Engineer Senior Server Number of Resources Incl. Incl. Incl. Unless otherwise agreed upon by Prescient and Glenview, all day to day support is to be accomplished on site Monday through Friday. Outsourcing on a fixed bid basis includes 24 x 7 emergency network support by the core resource defined above at no extra charge. All additional projects outside the scope of this contract and the contract specifications will continue to be bid to Glenview on a per project basis. Page 10 of 13

11 ATTACHMENT A SECTION Contract Rates & Payment Schedules page 2 Contract Dates and Payment Schedule The contract to perform services will run over a thirty six (36) month contract period. Annual cost of services defined below is $547, for year one (1) of the ( Additional Term ) contract. Over the course of the project monthly payments will be made to Prescient Development, Inc. at the beginning of each month for services to be provided during the month. The contract start date is July 18, 2011 and the contract end date is July 17, Monthly Payments for contract year one (1) through three (3) will be $ 45, The Village of Glenview has the option to renew the contract for an additional 3 year time period. Should Glenview choose to extend the term of the agreement as defined in Section 4.1, years four (4) through six (6) of the contract will follow the above referenced payment schedule with annual increases provided for the cost of living adjustments (COLA) as defined by the lower of three (3) percent or the Consumer Price Index (CPI) listed under the All Urban Consumers, Chicago Section, as measured in January of the applicable year. Additionally, the Time and Material rates for years four (4) through six (6) will also be increased annually based on the same mutually agreed upon COLA. However by agreement of the parties the annual amount may be increased or decreased at the semi-annual and annual reviews based on a reassessment of resources, changing market conditions or addition of projects. IN WITNESS WHEREOF, the parties have caused this Contract to be executed by their duly authorized representatives. THE VILLAGE OF GLENVIEW, an Illinois home rule municipality By: Authorized Signature PRESCIENT DEVELOPMENT, INC. an Illinois corporation By: Authorized Signature Its: Its: CEO Date: Date: Page 11 of 13

12 Attachment 3 Resolution Page 12 of 13

13 RESOLUTION NO. WHEREAS, the Village of Glenview, Village, is a home rule municipality located in Cook County, Illinois; WHEREAS, the corporate authorities have determined it is in the best interests of the Village to routinely assess contract resources and encourage staff cross training; WHEREAS, the corporate authorities have reviewed the Contract Addendum #4, Attachment 2 and incorporated herein by reference, between the service provider Prescient Solutions and the Village of Glenview authorizing the Village to expend funds for information technology staff services; and WHEREAS, the corporate authorities have determined that it is in the public interest to execute the contract addendum. NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, as follows: That the President and Village Clerk are authorized to execute the Contract Addendum #4 with Prescient Solutions of Schaumburg, IL in the annual amount of $547, for a three-year total budget amount of $1,642, PASSED this day of, 2011 AYES: NAYS: ABSENT: APPROVED by me this day of, 2011 ATTEST: Todd Hileman, Village Clerk Village of Glenview, Cook County, Illinois Kerry D. Cummings, President Village of Glenview, Cook County, Illinois Page 13 of 13