HomeMy WebLinkAboutPARK CONSULTING INCINSURANCE NOT ON FILE
"ORKMAYt PROCEED
CLERK OF COUNCIL
DATE:
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THIS AGREEMENT is made and entered into on this 20 day of January, 2020, by and between
Park Consulting Group, Inc., a California corporation ("Consultant"), and the City of Santa Ana,
a charter city and municipal corporation organized and existing under the Constitution and laws of
the State of California ("City").
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RECITALS
CONSULTANT AGREEMENT
A. The City desires to retain a consultant to provide services for the procurement of the Tyler
Technologies EnerGov Land Management System ("LMS") for the City.
B. Consultant represents that Consultant is able and willing to provide such services to the
City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform during the term of this Agreement, the tasks and obligations
including all labor, materials, tools, equipment, and incidental customary work required to fully
and adequately complete the services described and set forth in Scope of Services - Exhibit A,
attached hereto and incorporated by reference.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for
City, the rates and charges identified in Compensation - Exhibit B. The total sum to
be expended under this Agreement shall not exceed Twenty -Five Thousand Dollars
($25,000.00) during the Term of this Agreement.
b. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on January 20, 2020, and terminate on July 19, 2020,
unless terminated earlier in accordance with Section 15, below. The term of this Agreement may
be extended upon a writing executed by the City Manager and City Attorney.
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4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not be
limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resulting from any act
or occurrence arising out of Consultant's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
and representatives as additional insured(s); (b) be primary and not contributory
with respect to insurance or self-insurance programs maintained by the City; and
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(c) contain standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include
coverage for owned, hired and non -owned automobiles.
C. Worker's Compensation hnsurance. In accordance with the provisions of Section
3700 of the Labor Code, Consultant, if Consultant has any employees, is required
to be insured against liability for worker's compensation or to undertake self-
insurance. Prior to commencing the performance of the work under this
Agreement, Consultant agrees to obtain and maintain any employer's liability
insurance with limits not less than $1,000,000 per accident.
d. If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit
of not less than $1,000,000 per claim with $2,000,000 in the aggregate.
e. The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
i. Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
ii. Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
iii. Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty
(30) days prior written notice to the City.
iv. Where the amounts or coverage provided by the certificates of insurance
provides coverage greater than those listed by this Agreement, the amounts
provided by the certificates of insurance sball be incorporated by reference
into the Agreement.
V. Consultant shall supply City with a fully executed additional insured
endorsement.
f. If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has
been procured and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Consultant's right to be paid for its time and materials expended prior to notification
of termination. Consultant waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the
City.
INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harrnless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Consultant, its subcontractors, agents, employees, or other persons
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acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terns of or effects arising from this Agreement, This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Consultant's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infingement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such
information is reasonably understood to be confidential acid/or proprietary, Consultant agrees that
it shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include all
nonpublic information. Confidential information includes not only written information, but also
information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
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by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any
information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant
without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e)
is independently developed by the Consultant without reference to information disclosed by the
City.
11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any mariner with performance of services specified under this
Agreement.
12. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by
applicable law, in the recruitment, selection, training, utilization, promotion, termination or other
employment related activities. Consultant affirms that it is an equal opportunity employer and shall
comply with all applicable federal, state and local laws and regulations,
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Consultant, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevall. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Consultant. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other consultants retained by City.
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This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the Citys use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or rernedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
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To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Chief Technology Innovations Officer
City of Santa Ana
20 Civic Center Plaza (M-xx)
P.O. Box 1988
Santa Ana, California 92702
To Consultant:
Glenn Park
Principal Consultant
Park Consulting Group, Inc.
200 Spectrum Center Drive, Suite 300
Irvine, CA 92618
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
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IN WITNESS WFIEREOP, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
Daisy Gomez
Clerk of the Council
APPROVED AS TO FORAI:
SONIA R. CARVALHO
City Attorney
i�
Ryan0.'H dge it
Assistant',,{ iry Attorney
RECOMMENDED FOR APPROVAL:
Jack qma
Chieffechnology Innovations Officer
CITY OF SANTA ANA
Kristine Ridge
City Manager
CONSULTANT:
Principal Consultant
Tax ID# ql— I>ff "qq
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EXHIBIT A
SCOPE OF SERVICES
At At
Prepared for:
City of Santa Ana
Attn: Jack Ciulla
Chief Technology Innovations Officer
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92701
Prepared by:
Park Consulting Group
200 Spectrum Center Drive, Suite 300
Irvine, CA 92618
Glenn Park
glenn@parkcgp com
December 17, 2019
City of Santa Ana - EnerGov LMS Procurement Services
Park Consulting Group
December 17, 2019
Attn: Jack Ciuila
Chief Technology Innovations Officer
City of Santa Ana
20 Civic Center Plaza
Santa Ana, CA 92701
Subject: EnerGov LMS Procurement Services
Dear Mr. Jack Ctule,
The Park Consulting Group, Inc. (PCG) is pleased to submit this proposal to provide services for the
procurement of Tyler Technologies EnerGov Land Management System (LMS) for the City of Santa Ana
("City"). We thank you for the opportunity to share our approach and qualifications to help you with this important
project. PCG has a proven track record of partnering with Southern California municipal clients procuring and
delivering Tyler Technologies EnerGov LMS projects. The proposed project team currently serves several IT,
Planning, Building, Public Works, and Business License project teams for their EnerGov LMS Projects. PCG is
currently the leading provider of Tyler Tech EnerGov LMS procurement, project management, and
implementation consulting services to Southern California municipal agencies. This allows PCG to share lessons
teamed from recent projects and similar -sized agencies with the City of Santa Ana, including procurement
approaches, system design, and Tyler Technologies' expectations so that the City is best prepared to achieve
the desired results from the project.
The Park Consulting Group is confident we can provide an effective approach incorporating our knowledge of the
City's technology needs for the EnerGov LMS procurement. We understand the City seeks to replace its legacy
SAPIN System with EnerGov LMS to gain efficiencies, automation, integrations, and upgraded capabilities to help
the City realize its strategic objectives to introduce new technology to its staff and constituents that are aligned to
technology trends and citizen expectations. This will also allow the City to continue to provide excellent, relevant,
and cost-effective services to its constituents. We believe that the Park Consulting Group is the right partner for
Santa Ana and the best qualified firm to perform the work requested for the following key reasons that distinctly
differentiate us in the marketplace:
Serve as an advocate and representative of Santa Ana to ensure the objectives, requirements, and
risks are managed to the standards and expectations defined by the City's Planning and Building Agency,
Public Works, and IT objectives. The project team will not only need to understand Industry best practices,
but also integrate the interests of the City and its unique organizational challenges, high customer service
requirements, and defined business processes to successfully deliver the project (e.g., SAPIN has
significant historical process and data requirements supporting a high -demand, customer -service oriented
environment).
Expertise in EnerGov LMS Procurement to provide a unique mix of services to this project by coupling
deep knowledge in EnerGov LMS procurement and contracting with design, Implementation, and project
delivery capabilities, Park Consulting Group is the premier EnerGov LMS project advisory firm for
Southern California public sector agencies, providing vendor selection management, strategic planning,
implementation management, and technology consulting services. PCG has partnered extensively with
various municipal agency executives, operations managers, and technical experts to successfully select
and deliver EnerGov LMS implementation projects. PCG staff also has first-hand experience in public
sector building and urban/ regional planning operations and processes and applies this expertise to their
Park Consulting Group 2 1 P a g e
City of Santa Ana - EnerGov LMS Procurement Services
clients' projects. PCG has a proven track records in being advocates and advisors for their clients while
executing on -time and on -budget delivery of projects for their clients.
+ Partner with various stakeholders including internal (e.g., Project Team, City Staff), external (e.g., Tyler
Tech), and other key stakeholders (e.g., City Leadership, constituents) to effectively manage project scope
and deliverables and coordinate resources, tasks, and timeline. The project management team will also
need to facilitate a consensus of key decisions with stakeholders.
Deliver results by providing leadership throughout the project to ensure the team remains focused on
completing the procurement process in a timely manner and manage quality control throughout. The PCG
team will ensure the team, staff, Tyler Tech, and other project vendors remain focused on delivering on
time and within budget. We understand the significant investment the City staff will be making to procure
EnerGov LMS and want to continue the momentum to deliver EnerGov's capabilities and recognize the
criticality of successfully delivering these capabilities.
• Promote collaboration and trust to the City's team and stakeholders in delivering the EnerGov LMS.
PCG's approach is to work collaboratively, communicate as a team, and leverage our expertise to assist
In the overall success of all parties. The PCG team Intends to ensure timely decision making, strong
collaboration, and a foundation of trust are built between the City and Tyler Technologies. We ensure our
team forms a strong understanding of the City's processes, organization, and culture.
• Deliver value for the City's constituents by ensuring the EnerGov LMS project focuses on delivering
true value to its constituents across all stages of procurement. The PCG team is aware of the political
sensitivity that comes with large-scale projects with City leaders and constituents. We will serve as a
steward to the City to have the best interests of the leaders, staff, and constituents in mind to Identify
opportunities to save time and money, while working to achieve the City's goals.
The Park Consulting Group is thrilled to have the opportunity to work with the City of Santa Ana. We are committed
to building a strong relationship to work collaboratively and to successfully replace SAPIN and deliver the new
Land Management System, EnerGov. This is an exciting project and we look forward to discussing the details of
our capabilities, approach, and proposal.
Should you have any questions regarding this proposal, please do not hesitate to contact us.
Sincerely,
Glenn Park
Principal Consultant
Park Consulting Group, Inc.
200 Spectrum Center Drive
Suite 300
Irvine, CA 92618
P: (626) 224-1656 1 E: glennQDarkccip,com
Park Consulting Group 3 1 P a g e
City of Santa Ana - EnerGov LMS Procurement Services
Company History
Park Consulting Group (PCG), headquartered in Irvine, California, is a leading provider of EnerGov Land
Management System (LMS) procurement, program/ project management, and Implementation consulting
services, solely focused on serving Southern California municipal clients. We are the leading consulting firm
in Southern California providing client -side EnerGov LMS project advisory services and serve as trusted
advisors to our clients by partnering with them for their current EnerGov LMS procurement, project
management, and implementation project needs.
Highlights
Founded in 2014
Irvine, California (Orange County)
Privately Owned Corporation in California
100% Southern California Focused
Project Executive
Glenn Park
Principal / Shareholder
Park Consulting Group, Inc.
P: (626) 224-1656 1 E: _qlenL@_parkccp.com
.com
Project Team Composition
Park Consulting Group is proposing a project team that is uniquely qualified to manage the City's EnerGov
LMS procurement project. Glenn Park, Principal LMS Consultant and Bryan Tung, LMS Project Consultant
will serve as the primary resources on the project and have served on over 15+ Tyler Tech EnerGov LMS
procurement, Implementation, and enhancement projects.
PCG's Tyler Tech EnerGov L.MS Procurement & Implementation Experiences
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Park Consulting Group 4 1 P a g e
City of Santa Ana - EnerGov LMS Procurement Services 0
Pounder of Park Consulting Group and Principal LMS Consultant with 15 years of experience In leading
programs and projects in technology strategy, software selection/ procurement, and system implementations,
for public sector and private sector clients. Glenn has partnered extensively with various public sector
agencies' directors, project leaders, technical experts, and staff to select, procure, and implement EnerGov
LMS to improve operations through process improvement, systems integration, and technology
implementations. Glenn is also the founder of Park Consulting Group.
Expertise
• Program/ Project Management • EnerGov LMS Enterprise Suite • Technology Strategy
• Systems Implementation • RFP/ Selection/ Contracting ! Process Improvement
• Vendor Management • Stakeholder Management • Change Management
Education, Licenses, and Certifications
Claremont Graduate University, MBA — Strategy
University of Washington, Bachelors in Business — Finance
References
City of Newport Beach, Jackie Luengas, IT Manager - JLuengasCa,newportbeachcagov
City of Lake Forest, Doug McBratney, IT Manager— dmcbratney(c8lakeforestca.gev
City of Temecula, Michael Heslin, Director of Information Technology — Michael.heslin cx TemeculaCA.gov
LMS project consultant with first-hand experience in Southern California public sector agency building and
urban/ regional planning operations and processes. He applies these experiences to EnerGov LMS system
procurement and implementation projects. He has partnered with Park Consulting Group's public sector clients
to provide project management and business analysis services including the documentation, configuration,
and delivery of key deliverables and process/ functional requirements.
Expertise
• Project Management
• Process Documentation
• EnerGov LMS Enterprise Suite
Functional Documentation
Systems and Process Analysis
Stakeholder Management
Education, Licenses, and Certifications
University of California Irvine, Master of Urban and Regional Planning
University of California Irvine, Bachelors in Social Ecology
References
• Requirements Gathering
• Project Management Tools
• Vendor Management
City of Fullerton, Matt Foulkes, Director of Community Development - MFoulkes@cityoffullerton.com
City of Laguna Woods, Chris Macon, City Manager - cmaconng citvoflagunawoods.org
City of Simi Valley, Garry Boswell, Deputy Director of Information Technology - GBoswell(b�simivallev org
Park Consulting Group 5 1 P a g e
City of Santa Ana - EnerGov LMS Procurement Services 0
The team at Park Consulting Group have applied experiences and lessons learned from previous and active
EnerGov LMS projects to recommend the following approach of consulting services needed for the City of
Santa Ana's EnerGov LMS Procurement Project:
Core Principles of Park Consulting Group
• Serve as a steward to the City to have the interests of the leaders, staff, and constituents in mind to
identify opportunities to save time and money, and to work to achieve the City's goals.
• Serve as an advocate for the City in interactions with Tyler Tech and other project related vendors,
consultants, and contractors.
• Serve as an advisor for the City to support communication with leadership and key stakeholders,
including input for staff reports and constituent communications.
2. Project Team with Extensive EnerGov LMS Expertise
Park Consulting Group is proposing a project team and is uniquely qualified to manage the City's EnerGov
LMS procurement project. Glenn Park, Principal LMS Consultant and Bryan Tung, LMS Project Consultant
will serve as the primary resources on the project and have served on over 15+ Tyler Tech EnerGov LMS
procurement, implementation, and enhancement projects.
3. Local Orange County Project delivery and Focus
The Park Consulting Group project team seeks to work at the City of Santa Ana City Hall location as
much as possible throughout the project duration, PCG's office is located less than a 15-20 minute drive
from the City Hall. Working frequently at the client site has been a successful approach for our past projects
to ensure timely decision making, closer collaboration, and building trust more quickly. It also allows our
team to seamlessly integrate with the City's project team and build a strong understanding of the City's
processes, organization, and culture.
4. Continuity of Procurement to Implementation Services
In choosing to have Park Consulting Group provide procurement services, it will benefit the City by
providing continuity of knowledge and providing deep understanding of contract details (requirement,
processes, etc.) to carry over into the implementation. PCG can provide additional implementation
services, if requested by the City. Park Consulting Group will provide services for the City of Santa Ana's
EnerGov LMS Procurement Project with the following proposed activities and deliverables:
+ Plan work effort and Identify stakeholders among leadership, staff, and constituents.
• Kick-off with internal stakeholders and establish regular communication channels.
• Establish procurement timeline and approach with milestones.
+ Provide overview of EnerGov LMS and local client project and system examples.
• Support establishment of City's Procurement and Project Team.
• Coordinate EnerGov LMS discussions with Tyler Tech Team to understand their LMS capabilities.
• Support the development of the scope of services and contract review.
• Support coordination of fit -gap workshops and project meetings.
• Regular communication with City point-of-contact(s) and Tyler Tech Team,
Park Consulting Group 6 1 P a g e
City of Santa Ana - EnerGov LMS Procurement Services
EnerGov LMS Fit -Gap Requirements Definition
•
Conduct interviews and facilitate meetings to understand goals and objectives of the future -state
EnerGov LMS.
•
Observe and document current -state SAPIN prooesses/ functionality/ technical challenges and
recommend future -state capability improvements.
•
Gather current -state inventory from current Planning and Building Agency, Business Licensing,
Public Works, and Animal Licensing transaction volume, case type compositions, and data history.
•
Conduct documentation of an Inventory of Current -State Functionality in SAPIN Including Case Type
Composition, Fees, Documents, Reports, and Integrations.
•
Document organizational constraints and required customer service levels.
•
Interview Information Technology and GIS staff to identify infrastructure, database, security, and
support requirements.
•
Incorporate feedback from City's leadership, staff, & legal team.
+
Create and manage an Iterative cadence of feedback to organize and finalize requirements and
scope.
•
Validate and receive approval for final list of requirements and scope items for contract.
EnerGov LMS Fit -Gap Validation
•
Manage communication and support coordination with Tyler Tech and City's Procurement and
Project Team.
•
Support Tyler Tech interviews and demos including preparation of agendas, scripts, and
approaches,
•
Support EnerGov Sandbox Demo configuration of priority processes and capabilities.
•
Facilitate fit -gap analysis review and validation discussions with City's Procurement and Project
Team.
•
Support reference checks and provide Introductions with similar sized and local agencies.
•
Support finalization of City's Procurement and Project Team evaluation of EnerGov LMS and Tyler
Tech's ability to provide the City services for implementation and ongoing maintenance/ support .
Tyler Tech Contracting
•
Support City with communications to Tyler Technologies Sales Team (email, phone, meetings, etc.).
•
Support contract reviews, negotiation, and finalization.
•
Support licensing and implementation services cost review.
+
Support review of implementation approach including project timelines, milestones, and
deliverables,
•
Support staff with inputs in drafting staff report of EnerGov LMS procurement (if required).
•
Attend Council meeting for approval (if required).
EnerGov LMS Implementation Project Transition
*
Support transition from procurement to implementation project.
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EXHIBIT B
COMPENSATION
Fee Proposal including hourly rates if applicable
City of Santa Ana - EnerGov LMS Procurement Services
Cost Proposal Approach
A. EnerGov LMS Procurement
EnerGov LMS Procurement services are proposed to be provided from January 6, 2020 — May 8, 2020 (4
Months). The targeted completion of the procurement process in May 2020, will provide the City an
opportunity to complete contracting with Tyler Tech and begin the implementation project by FY2020-21.
In order to provide cost-effective services, PCG will apply a monthly fixed compensation rate for EnerGov
LMS Procurement services
EnerGov � Procurement
Fixed Costl Month_ $6,000/ Mo
Not to Exceed $24,000
Amount
Glenn Park —
Principal LMS 25-40 Hours/ Mo
Consultant
Bryan Tung
LMS Project I 10-15 Hours/ Mo
Consultant I
B. EnerGov LMS Implementation Project [if Requested)
The EnerGov LMS Implementation Project services can be initiated immediately after the completion of the
EnerGov LMS Procurement project, if allowable by the City and Tyler Tech. PCG can provide additional
implementation services, if requested by the City. PCG's level of effort to deliver required implementation
services for the project will be aligned to typical Tyler Tech Implementation Phases and Methodology. In
order to provide cost-effective services to the City, PCG will provide fixed price services by month and by
project phase. PCG will work closely with the City's Project Team to determine an EnerGov LMS
Implementation Project services budget and proposal that aligns to the needs of the City.
Expenses
Travel time and mileage cost to and from the City of Santa Ana City Hall are included as part of the cost
proposal. Expenses related to services typically include travel expenses for site visits (e.g., hotel, mileage,
airfare, ride share/ taxi, and meals), document printing, ancillary hardware and software (e.g„ training video
recording device and software), etc. and will only be utilized and billed with prior approval from the City, or
designee at a cost + 15% administration fee.
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City of Santa Ana - EnerGov LMS Procurement Services
Additional Services
Additional services outside of the scope of services and duration for this proposal will be considered based
on the following hourly rate:
Projecti i
Principal LMS Consultant $185/ Hour
Principal
Project Consultant $160/ Hour
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