Request for Proposals for
INFORMATION TECHNOLOGY
MASTER PLAN
City of Placentia
401 East Chapman Avenue
Placentia, California 92870
Issue Date:
August 31, 2023
Deadline for Submittal:
September 29, 2023
CITY OF PLACENTIA
NOTICE INVITING PROPOSALS
FOR
INFORMATION TECHNOLOGY MASTER PLAN
INTRODUCTION
The City of Placentia ("Placentia" or "City") is soliciting Request for Proposals (RFP) from qualified Consultants ("Proposer" or "Firm") to help develop a 5 -Year Information Technology Master Plan. The City seeks a qualified Consultant to develop an IT (Information Technology) Master Plan to guide the City over the next five years in assessing, planning, procuring, implementing, and managing current and future investments in IT infrastructure operations and technical resources. This plan should be a "living" document that becomes the basis for regular review and adjustment of the 5 - year future with respect to infrastructure, equipment, software, staffing, and the effective use of technology to support the work of the City. The proposed IT Master Plan should serve as the road map for addressing the short and long-term business systems needs of the City and improve the balance between demand for new and emerging technology, and available IT resources, including staffing, IT governance, capital, and operating funds.
There is no express or implied obligation for Placentia to reimburse the responding firms for any expenses incurred in preparing proposals in response to this request.
To be considered responsive to this RFP, all proposals must be submitted via PlanetBids at https://pbsystem.planetbids.com/porta1/54600/portal-home by 5:00 p.m. on September 29, 2023
Proposals submitted will be reviewed by an Evaluation Committee.
During the evaluation process, the Evaluation Committee and the City reserve the right, where it may serve the City's best interests, to request additional information or clarification from proposers, or to allow corrections of errors or omissions. At the discretion of the City or the Evaluation Committee, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.
The City reserves the right to retain all proposals submitted and to use any ideas in a proposal, regardless of whether that proposal is selected. Submission of a proposal RFP 1 City of Placentia Information Technology Master Plan 1
indicates acceptance by the proposing consultant of the conditions contained in this request for qualifications, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the consultant selected.
The City reserves the right to reject any or all proposals, to waive any non -material irregularities or information in any proposal, and to accept or reject any items or combination of items.
Background
The City of Placentia is a charter city, with an elected City Council, City Clerk, and Treasurer and a professional City Administrator, with an annual General Fund budget of over $40 million and a total budget of over $45 million for fiscal year 2022-2023.
Placentia has a five -member City Council which functions as the policy making and governmental body. The five elected officials serve staggered four-year terms, and the Mayor and Mayor Pro -Tem are appointed from among the Council Members each year.
The City of Placentia serves an area of 6.6 square miles with a population of approximately 55,000. In 2022, the City hired an IT Manager which is within the City's Administrative Services Department. The IT Manager provides oversight of all City IT functions and management of the IT Managed Service Provider supporting all City staff.
The City currently has approximately 190 authorized full time staff positions and provides a full range of services, including Police, Fire and Life Safety, a Public Safety Communications Center, street maintenance, park maintenance, public improvements, planning, developmental services, recreation activities, and various other community services. In addition, there are the standard internal support departments that include Administration, Finance, Human Resources, Risk Management, and Communications.
1. PROJECT OVERVIEW
1.1 Purpose
The purpose of the RFP is to solicit proposals from qualified professionals with experience in Information Technology needs and operations involving local government to develop a formal 5 -year Information Technology Master Plan for the City that will assess the current infrastructure and provide recommendations for future technology needs, based on industry best practices. This includes technology systems, telecommunications, hardware, software, and human capital to support information Technology.
Proposers responding to this RFP must have proven expertise and extensive experience in the assessment of IT Systems and a successful track record of creating and implementing IT strategic plans for municipalities and similar public agencies as demonstrated by successfully performing similar work that has achieved the desired outcome of the clients and has met the goals of reliability and sustainability.
RFP 1 City of Placentia Information Technology Master Plan 2
1.2 Overview
The selected firm will prepare an IT Master Plan that contains specific goals, coupled with a suggested Implementation Plan that includes timing, anticipated costs and funding sources for each Implementation Action, and which Implementation Actions shall be assessed and identified in the IT Master Plan. After review, staff will select partial/complete Implementation Action(s) for action.
Consultants responding to this RFP must have proven expertise and extensive experience in the assessment of IT Systems and a successful track record of creating and implementing IT strategic plans for municipalities and similar public agencies, including experience with public safety systems and related infrastructure, enterprise resource planning, and online services.
The City's IT Department currently supports all networks, network security, desktop support and mission -critical business applications. The City's current network includes the main campus at City Hall/Police, 2 fire stations, along with 3 satellite buildings connected via fiber/VPN.
2. SCOPE OF SERVICES
The City invites proposals from qualified firms to provide managed information technology.
2.1 Expected Actions
• Perform a comprehensive assessment of the City's existing technology environment including human capital.
• Conduct a thorough analysis and provide recommendations on the City's current technology environment, including services, infrastructure, staffing, applications, cybersecurity, funding, workflow processes and business systems. • Assess the City's current IT Governance structure to ensure that it best meets the City's technology needs through the most appropriate service provision agreements, policies, resource availability and reporting relationships. • Identify practical and relevant public sector best practice, industry standards for IT Contingency Plan for Incident Response, Disaster Recovery, Business Continuity and Risk Management.
• Identify the key internal and external factors; strengths, weaknesses, opportunities, and threats (SWOT analysis)
• Identify existing and available outsourcing relationships and opportunities. • Evaluate and identify means and approaches to accommodate current and emerging technology requirements, major trends and upgrades facing the City. • Assessment of effective use of technology resources and staff access to technology services.
• Assessment of customer satisfaction, to include interviews with a wide range of city staff.
• Evaluation of moving to Cloud based technologies, support for mobile computing options, user -experience and usability strategies, storage and backup strategies, and skill levels related to the technologies needed now and likely to be needed over the next 5 years (infrastructure assessment and roadmap).
RFP 1 City of Placentia Information Technology Master Plan 3
2.2 Deliverables
1. Current state of the IT environment, including, without limitation, a full inventory of equipment, systems, networks, servers, and other essential equipment necessary to IT operations within the City.
2. Gap analysis of environment, including, without limitation any deficiencies or gaps in infrastructure, equipment, software, security, networks, email services, or business continuity and methods or recommendations for addressing such issues.
3. Recommendation for future improvements or upgrades of IT environment, coupled with strategic map, timeframe, and order of magnitude cost estimates associated with implementation.
4. A Draft Plan comprised of an executive summary, findings, and prioritized recommendations shall be produced prior to being directed to proceed with a final plan.
5. Final Master Plan comprised of:
An executive summary that effectively communicates the information reviewed A summary of findings and prioritized recommendations
A comprehensive documentation of findings and prioritized recommendations
A project plan outlining projects by priority that includes timelines and cost estimates.
Internal presentation for IT and City staff and a presentation steered toward City Council
Report Content
Within each of these deliverables, the minimum requirements will include a discussion of results discovered, the benefits and risks associated with any recommendation, as well as an order of magnitude cost estimate associated with each implementation item:
1. IT Strategy: Conduct interviews with City Department Heads and staff and other designated personnel to develop comprehensive recommendations for an IT Strategic Plan. Provide recommendations for short-term transitions as well as long-term strategic directions, including additional online services for various departments.
2. IT Risk Assessment: Use IT industry standards to perform risk assessment and gap analysis on the effectiveness of current City IT structure, security, and resourcing. Identify and mitigate potential risk vulnerabilities.
3. Technical Infrastructure: Analyze and prepare a gap analysis on the ability of the existing City hardware, network infrastructure, and support to meet the needs of current and future City initiatives. Make recommendations for in-house hardware and RFP 1 City of Placentia Information Technology Master Plan 4
infrastructure support versus hosting and/or use of contracted services.
4. IT Organizational Structure/Personnel: Review and evaluate the current IT department organizational structure, staffing levels and the use of contracted services. Perform a gap analysis of the entire IT organization including type of staff, staffing levels, distribution of staff versus future needs. Provide recommendations for IT organization, level of staff, and placement of staff to support the future needs of the City. Evaluate current IT staff skill levels and perform a gap analysis comparing current staff to skill levels required to meet proposed changes. Provide recommendations for addressing staff changes and/or staff training and education needs. Include recommendations on the need for and use of contracted resources as appropriate.
5. IT Cost Analysis: Perform a comprehensive analysis of current City IT costs and value versus public and non-public IT organizations of similar size, complexity, and nature.
3. PROPOSAL
The City discourages lengthy and costly proposals. Proposals should be complete and prepared simply and economically and provide a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. Glossy sales and marketing brochures are not necessary or desired.
Proposers must follow all formats and address all portions of the RFP set forth herein, providing all information requested. Proposers may retype or duplicate any portion of this RFP for use in responding, provided that the proposal clearly addresses all of the City's information requirements.
3.1 Requirements & Questions
All inquiries regarding this Request for Proposals should be directed to Daniel Chang, IT Manager, in writing sent to via the bidding portal only. No verbal responses will be given.
A copy of the inquiry and the response from the City shall be forwarded to all firms receiving a copy of this Request for Proposals who registered with the City (per the requirements listed below).
Cover Letter
All Proposals must be accompanied by a cover letter. The letter must provide a written transmittal of the proposal in the form of a standard business letter. The Cover Letter will reference and respond to the following subsections and attach corresponding documentation as required. The letter shall:
Identify legal name, contact information, including corporate office and local office address, telephone number, website and email address.
Summarize key elements of the proposal.
Be signed by a company officer empowered to bind the Proposer to the provisions of this RFP and any contract awarded pursuant to it.
State that the proposal remains valid for at least 120 days.
State whether the Proposer or any individual who will perform work under the contract has a possible conflict of interest and, if so, the nature of that conflict RFP 1 City of Placentia Information Technology Master Plan 5
- Confirm understanding of the services requested in the RFP and ability of the proposing firm to provide those services.
Qualifications
1. Consulting company must have a minimum of three (3) years of experience developing IT Strategic Plans.
2. Consulting company must be 100% independent, defined as receiving no fees or commissions from any manufacturer, vendor, or organization that could potentially be considered for the City as a qualified provider of hardware or software.
3. Consulting company must have prior experience with similar projects in the public sector.
4. Consulting company must be willing to accept and execute the City's Consultant Services Agreement.
Scope of Work and Service Level Agreements
Provide a conceptual framework for services to the City. The Proposer must provide a detailed description of its approach and methodologies to the requested Scope of Services. Indicate features, skills and services which will enable the firm to provide services promptly and in a timely manner. Provide a Service Level Agreement target matrix with response times and fees described in proposal. Scope a plan of transition, indicating transition period, timelines, and other key procedure information.
Anticipated Work Products
The selected vendor will be expected to draft a 5 -year IT Master Plan consisting of an executive summary, findings, recommendations, and proposed implementation plan. The plan shall compare current operations with industry standards and use such comparison as the basis for recommended actions. After review and consultation of the draft IT Master Plan with City staff, a final IT Master Plan, which will be created from the draft IT Master Plan and incorporate recommendations and strategies from City staff, will be submitted to the City Council for approval. Both the draft and final IT Master Plan shall include order of magnitude cost estimates associated with proposed work and resource procurement.
As a final deliverable, consultant will provide a presentation to City Council for approval of the IT Master Plan, including methodologies utilized in its development.
All communication related to this RFP must be in writing via PlanetBids. Unauthorized contact regarding this RFP with other City staff may result in disqualification.
All responses must be received by the City of Placentia through PlanetBids no later than 5:OOpm, September 29, 2023. Late responses will not be accepted.
RFP 1 City of Placentia Information Technology Master Plan 6
3.3 Exceptions to Proposed Terms and Conditions
Describe in detail any exceptions to the RFP or the proposed terms. The City shall reserve the right to determine if the exception is reasonable. Proposal must not be marked as confidential or proprietary. The City reserves the right to reject, during the negotiation process, any issues not identified in the Proposal.
3.4 Miscellaneous Conditions
The City is not liable for any costs or expenses incurred in the preparation of a response to this RFP and may withdraw or modify this request at any time. The selected Consultant will be required to enter into an Agreement with the City of Placentia on a form approved by the City Attorney.
Proposals submitted early may be withdrawn by the firm prior to the Proposal Due Date specified above. Following the Proposal submittal due date, the Proposal constitutes a binding offer and may not be withdrawn by the firm prior to the award.
The City reserves the right to negotiate additional pricing and services with the selected firm after concluding the RFP process.
The City of Placentia reserves the right to: (a) waive minor irregularities or variances, non- material bid formalities or defects in any proposal; (b) reject any and all proposals, in whole or in part, submitted in response to this solicitation; (c) request clarifications from all firms; (d) request resubmissions from all firms; (e) make partial, progressive or multiple awards; and (f) take any other action as permitted by law and/or the City's Procurement Ordinance.
4. PROPOSAL RESPONSE PRICING REQUIREMENTS
All proposals will be evaluated on the same model selected by the evaluation committee.
5. SELECTION CRITERIA
Each proposal will be reviewed to ensure that the firm submitted a transmittal/cover letter, narrative proposal that is responsive to the City's requirements as set forth herein, and a separately packaged cost proposal. Failure to meet these requirements may be cause for rejection of a proposal. Additionally, the committee may, in its sole discretion and during its evaluation, request presentations/demonstrations with one or more selected firms.
Only those proposals that meet or exceed the intent of mandatory requirements will be further evaluated. An evaluation committee will review all proposals received and determine a ranking.
The City reserves the right, at its sole discretion, to request clarifications of proposals or to conduct discussions for the purpose of clarification with any or all Proposers. The purpose of any such discussions shall be to ensure full understanding of the proposal.
Discussions shall be limited to specific sections of the proposal identified by the City and, RFP 1 City of Placentia Information Technology Master Plan 7
if held, shall be after the initial evaluation of the Proposals is complete. If clarifications are made because of such discussion, the Proposer shall put such clarifications in writing.
6. GENERAL CONDITION
A. Inquiries
1. EVALUATIONS OF PROPOSALS AND AWARD OF CONTRACT(S): This solicitation has been developed in the Request for Proposal (RFP) format.
Accordingly, Proposers should take note that multiple factors will be considered by the City in awarding the Contract(s). Price alone will not be the sole determining factor.
2. PRICE GUARANTEE: The Proposer shall guarantee the pricing offered for a period of 120 calendar days from the due date of proposals.
3. PROPOSER REGISTRATION: All potential proposers must register with PlanetBids to download RFP materials and/or submit a proposal. RFPs will only be accepted via PlanetBids.
4. INQUIRIES: Any questions technical or otherwise, pertaining to this RFP must be submitted in writing via PlanetBids
Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of Addenda e-mailed to all parties expressing interest in such. The deadline for all questions is September 14, at 5:OOpm.
Questions received after this date and time may not be answered. Only questions that have been resolved by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect. Responses to questions will be available and distributed via e-mail no later than two weeks after the deadline.
B. Ownership of documents
1. All work products (i.e., documents, data, studies, drawings, maps, models, photographs, and reports) prepared by consultant under this agreement, whether paper or electronic, shall become the property of the City of Placentia for use with respect to this project, and shall turned over to the City upon completion of the described services or any phase thereof, as contemplated by this agreement.
2. Contemporaneously with the transfer of such documents, the consultant hereby assigns to the city and consultant thereby expressly waives and disclaims, any copyright in, and the right to reproduce, all written materials, drawings, plans, specifications, or other work prepared under this agreement, except upon the City's prior authorization regarding reproduction, which authorization shall not be unreasonably withheld. The consultant shall, upon the request of the City, execute any further document(s) necessary to further effectuate this waiver and disclaimer.
RFP 1 City of Placentia Information Technology Master Plan 8