City Council Meeting
March 4, 2025
Professional Services Agreement
Information Technology Strategic Plan Phase II
2 Background
• An Information Technology Strategic Plan (ITSP) is a comprehensive multi-year plan to provide long term guidance on how to maintain and replace the City’s technology infrastructure, staffing and programs. • Benefits to the City:
• Timely software upgrades and business process improvements • Increased internal operational efficiencies
• Improved customer service
• Long term fiscal sustainability
3 Background - Phase I (FY2020-2025)
• ThirdWave Corporation Agreement Phase I
• Data gathering began February 1, 2018
• Ended January 31, 2019
• Objectives of ITSP Phase I:
• Define a clear set of goals, guiding principles, and strategic priorities.
• Serve as the framework for how IT services will be delivered to the City with an enterprise focus.
• Provide actionable objectives, deliver innovative, unified, and effective technology services.
• In Phase I, a total of 31 workshops were held to address departmental and enterprise operating and service delivery needs.
4 Background - Phase I
• The City Council adopted and funded ITSP Phase I on March 3, 2020. • The financing plan directs 1.5% of the General Fund revenue to address the City’s current and future technology needs. • All ITSP projects were identified to fulfill priority business needs and to replace aging software and the City’s antiquated technology. • The most acute technology need facing the City was the lack of a contemporary Enterprise Resource Planning (ERP)/Financial System. • The ITSP also aligned staffing levels and skillsets to effectively support existing systems and the ITSP roadmap. A total of 9 new positions were called for in the plan.
5 Background - Phase I
Major Project Implementations:
# Project Status
1 TESSA – Totally Electronic Permits
Management System
Completed
2 Enterprise Resource Planning (ERP) In procurement
3 Public Safety Computer Aided
Dispatch/Records Management
System (CAD/RMS)
Preliminary
planning
4 Office365 assessment and
implementation
Completed
5 Records Management System -
Laserfiche
Preliminary
planning
6 Voice over Internet Protocol (VoIP) In progress
7 9 IT staff recruitments Completed
6 Accomplishments – Phase I
Total of 35 ITSP projects are in Phase I:
• 24 (69%) are complete
13 ITSP projects are complete as of February 2025
• 7 (20%) ITSP projects are currently in progress
• 4 (11%) ITSP projects are in preliminary planning phase 7 Accomplishments
The following 13 ITSP projects are complete as of February 2025:
• Development Services Land Management System (LMS) EnerGov (TESSA) • Code Enforcement Complaint Application (TESSA)
• AssetWorks Fleet Management System
• Electronic Agenda Management System (Legistar)
• Police Department In-Car-Video (70 units)
• Police Department Mobile Data Computers (12 motorcycles) • Fire & Rescue Department Mobile Data Computers (25 fire apparatus) • Information Technology Department Physical Security Improvement • Office 365 Assessment and Implementation
• Desktop Replacement Program (implemented Years 1, 2 and 3) • Email Retention Policy
8 Projects In Progress
The following seven (7) ITSP projects are in progress:
• Enterprise Resource Planning (ERP) software includes:
General Ledger, Accounts Payable, Accounts Receivable, Bank Reconciliation, Asset Management, Inventory
Purchasing
Budget
Human Resources
• Disaster Recovery/Business Continuity Plan
• Computer Replacement Program (ongoing – 1167 devices) • Print Management Services
9 Projects in preliminary planning stage
The following four (4) ITSP projects are in planning stages:
• Computer Aided Dispatch and Records Management System (CAD-RMS) for Police and Fire
• Enterprise Geographical Information System (GIS) Master Plan • Enterprise Records Management System - Laserfiche
• Telephone System Voice over Internet Protocol (VoIP): Equipment, Phone, Ethernet
10 Thirdwave Corp. Phase II
Professional Services Agreement
ThirdWave Corporation benefits:
• Unique patented Rapid Workflow process used in Phase I to draft As-Is and To-Be business processes
These processes are currently in use and will fast track projects
• Highly recommended by other municipal IT departments across California
• Have 35+ years of experience
• Costa Mesa is leveraging the recently approved Marin County’s contract with ThirdWave Corp. for best pricing
11 Scope of Phase II
The ITSP Phase II will be the result of a second comprehensive City-wide assessment of the City’s IT needs for software not included in Phase I and a financial plan to eventually replace all systems upon the end of their useful life.
12 Scope of Phase II
The ITSP Phase II will:
• Identify any systems or software not included in the original plan • Summarize current business requirements by department • Include project management tasks, project coordination and monthly reports
• Prioritize ITSP Initiatives for next 5 years
• Develop ITSP 5-Year Budget Estimate by year
Cost amortization for future projects and eventual
replacement schedule
Funding plan for replacing existing major systems in future years
• Develop the ITSP Implementation Timeline
13 Staff Recommendation
• Authorize the use of the County of Marin’s cooperative service agreement with ThirdWave Corporation.
• Approve a Professional Services Agreement with ThirdWave Corporation in the amount of $125,014, for consulting services for the Information Technology Strategic Plan and Roadmap Phase II, effective March 4, 2025 – December 31, 2025.
• Authorize the City Manager or designee to approve an additional 10% contingency in the amount of $12,501, if required, to deliver the scope of work identified in the Statement of Work.
Questions?