HomeMy WebLinkAboutDELOITTE CONSULTING 1AGREEMENT TERMINATION
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Return form to the Sr. Deputy Clerk of the Council (M-30). Call 647-14A8 t1 you have any
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The agreement with U6�??�.e)V1�LL,�(ytlq�/ No. h a0'51 -A-15
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Department:
Signature:
Date: ®Ii
City of Santa Ana
Revised 8-7-03 Clerk of the Council
,,,3URANCE NOT ON FILE
WORK MAY _41 PROCEED
CLERK OF COUNCIL
DATE:/'/,3'05
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A-2004-245
CONSULTANT AGREEMENT
THIS AGREEMENT, made and entered into this 15t'�'-day of AfOV&Xke✓' , 2004 by
and between Deloitte Consulting LLP (hereinafter "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 (hereinafter "City").
RECITALS
A. The City desires to retain a consultant having skill and knowledge in the field of
developing interoperability technology plans for dispatch operations.
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 those services as set forth in Consultant's Proposal, dated
September 15, 2004, attached as Exhibit A to this Agreement, which Exhibit A is hereby
incorporated herein by this reference. It is understood and agreed that Consultant's services may
include advice and recommendations, but all decisions in connection with the implementation of
such advice and recommendations shall be the responsibility of, and made by, City.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services,
the rates and charges identified in Exhibit A. The total sum to be expended under this
Agreement shall not exceed $260,000.00 during the term of this Agreement.
b. Payment by City shall be made within thirty (30) days following receipt of proper
invoice for work performed. Without limiting its rights or remedies, Consultant shall have the
right to suspend or terminate entirely its services if payment is not received within forty-five (45)
days of receipt of proper invoice.
3. TERM
This Agreement shall commence on the date first written above and terminate on June 30,
2005, unless terminated earlier in accordance with Section 12, below. The term of this
Agreement may be extended upon a writing executed by the Fire Chief and the City Attorney
and Consultant.
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 industry standards and regulations governing such services. Neither party is, nor shall
represent itself to be, an agent, partner, fiduciary, joint venturer, co-owner or representative of
the other. Consultant shall pay all salaries and wages, employer's social security taxes,
unemployment insurance and similar taxes relating to employees performing the services hereunder
and shall be responsible for all applicable withholding taxes regarding such personnel.
5. LICENSE AND OWNERSHIP
a. Consultant Technology. Consultant has created, acquired or otherwise has rights in,
and may, in connection with the performance of services hereunder, employ, provide, modify,
create, acquire or otherwise obtain rights in, various concepts, ideas, methods, methodologies,
procedures, processes, know-how, techniques, models, templates, the generalized features of the
structure, sequence and organization of software, user interfaces and screen designs, general
purpose consulting and software tools, utilities and routines, and logic, coherence and methods of
operation of systems (collectively, the "Consultant Technology").
b. Ownership of Deliverables. For purposes of this engagement, "Deliverables" shall
mean all work product first created by Consultant for delivery to City in connection with the
services provided hereunder, but shall not include any third -party software or related
documentation licensed directly to City from a third party, or any modifications or enhancements
thereto or derivatives thereof. Consultant hereby (i) assigns to City ownership of the
Deliverables (except for any Consultant Technology contained therein), and (ii) grants to City, a
non-exclusive, royalty -free, worldwide, perpetual, nontransferable license to use, for City's
internal business purposes, any Consultant Technology contained in the Deliverables. The rights
granted to City in this subparagraph are contingent upon City's full and final payment to
Consultant hereunder.
c. Ownership of Consultant Property. To the extent that Consultant uses any of its
intellectual or other property in connection with the performance of its services, Consultant shall
retain all right, title and interest in and to such property, and, except for the license expressly
granted in this section, City shall acquire no right, title or interest in or to such property.
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 including 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. 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. Consultant shall supply
City with an industry -standard certificate of insurance showing the coverage required hereunder
and with the Commercial General Liability Insurance coverage covering the City its officers,
employees, agents, volunteers and representatives as additional insureds promptly upon
execution of this Agreement.
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 Insurance. In accordance with the provisions of Section 3300
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.
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) Industry -standard certificates of insurance shall be furnished to the City
upon execution of this Agreement.
(iii) Certificates shall state that the policies shall not be canceled or non
renewed without the insurers endeavoring to provide thirty (30) days prior
written notice to the City.
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, the City shall have the right, at the City's election, to forthwith terminate this
Agreement upon written notice. Such termination shall not effect Consultant's right to be paid
for its time and materials expended prior to notification of termination. Consultant understands
and agrees that this insurance requirement is an integral part of this Agreement and that City may
not release payment of any funds unless and until Consultant is in compliance with this Section
6.
7. INDEMNIFICATION
Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents,
employees, consultants, special counsel, and representatives from liability arising from third
party claims for damages, just compensation, restitution, judicial or equitable relief arising out of
claims for bodily injury, and claims for real or tangible personal property damage, to the extent
directly and proximately caused by the negligence or willful misconduct of Consultant or its
contractors, subcontractors, agents, employees, or other persons acting on their behalf while
performing the services described in section 1 of this Agreement; provided, however, that if there
also is fault on the part of City or any entity or individual indemnified hereunder or any entity or
individual acting on City's behalf, the foregoing indemnification shall be on a comparative fault
basis.
As a condition to the foregoing indemnity obligations, the indemnified party shall
provide the indemnifying party with prompt notice of any claim for which indemnification shall
be sought hereunder and shall cooperate in all reasonable respects with the indemnifying party in
connection with any such claim. The indemnifying party shall be entitled to control the handling
of any such claim and to defend or settle any such claim, in its sole discretion, with counsel of its
own choosing.
8. LIMITATION ON WARRANTY
This is a services engagement. Consultant warrants that it will perform services hereunder
in good faith and in a professional manner. CONSULTANT DISCLAIMS ALL OTHER WARRANTIES,
EITHER EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. City's exclusive remedy for any
breach of this warranty shall be for Consultant, upon receipt of written notice, to use diligent
efforts to cure such breach, or, failing any such cure in a reasonable period of time, the return of
professional fees paid to Consultant hereunder with respect to the services giving rise to such
breach.
9. CONFIDENTIALITY
If either party receives from the other party, in the course of performance or receipt of the
services hereunder, non-public information which due to the nature of such information is
reasonably understood to be confidential and/or proprietary ("Confidential Information"), such
party 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 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 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 or was disclosed to the receiving party on a
nonconfidential basis from a third party who was not prohibited from disclosing such
information as a result of an obligation in favor of the disclosing party; (b) is, through no fault of
the receiving party in breach hereof disclosed in a publicly available source; (c) is in rightful
possession of the receiving party without an obligation of confidentiality; (d) is required to be
disclosed by operation of law, by court order, subpoena, summons or other legal or governmental
process; or (e) is independently developed by the receiving party without reference to
information disclosed by the other party.
10. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests, direct or indirect, to its knowledge,
which would render Consultant unable to perform the services specified under this Agreement.
11. 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 telefacsimile or other
telegraphic communication in the manner provided in this Section, to the following persons:
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
telefacsimile (714) 647-6956
With courtesy copies to:
Fire Chief
City of Santa Ana
1439 S. Broadway
Santa Ana, California 92707
telefacsimile (714) 647-5779
City Attorney
City of Santa Ana
20 Civic Center Plaza (M-29)
P.O. Box 1988
Santa Ana, California 92702
telefacsimile (714) 647-6515
To Consultant: Deloitte Consulting LLP
Bob Wetzel
Two California Plaza
350 S. Grand Avenue, Suite 200
Los Angeles, California 90071-3462
telefacsimile (213) 673-6088
With courtesy copies to:
Deloitte & Touche USA LLP
Office of General Counsel
1633 Broadway, 37th floor
New York, NY 10019
Attn: Associate General Counsel
A party may change its address by giving notice in writing to the other party. Thereafter,
any notice, tender, demand, delivery, or other communication shall be addressed and transmitted
to the new address. If sent by mail, any notice, tender, demand, delivery, or other
communication shall be effective or deemed to have been given upon receipt 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 telefacsimile, any notice, tender, demand, delivery, or
other communication shall be effective or deemed to have been given upon receipt.
12. 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
regarding the subject matter hereof. In the event of a conflict between the terms of this
Agreement and any attachments hereto, the terms of this Agreement shall prevail. 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 nor 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 are
not embodied herein. The failure of either party to insist upon strict performance of any of the
provisions contained in this Agreement shall not constitute a waiver of its rights as set forth in
this agreement, at law or in equity, or a waiver of any other provisions or subsequent default by
the other party of any of the terms or conditions in this Agreement.
13. ASSIGNMENT AND NON -EXCLUSIVITY
Inasmuch as this Agreement is intended to secure the services of Consultant, Consultant
may not assign, transfer, delegate, or subcontract any interest herein without the prior written
consent of the City, and City may not assign or transfer any interest or obligation herein without
the prior written consent of Consultant, and any such assignment, transfer, delegation or
subcontract without the other party's prior written consent shall be considered null and void.
Notwithstanding the foregoing, Consultant shall have the right, exercisable from time to time in
its own discretion and upon notice to City, to subcontract or delegate its obligations and
responsibilities hereunder to other entities directly related to or affiliated with Consultant;
provided, however, that nothing herein shall relieve Consultant of its obligations hereunder.
Nothing in this Agreement shall be construed to limit the City's ability to have any services other
than those which are the subject of this Agreement performed by City personnel or by other
consultants retained by City. This Agreement shall not preclude or limit in any way (i) the right
of Consultant to provide consulting or other services of any kind or nature whatsoever to any
individual or entity as Consultant in its sole discretion deems appropriate, or (ii) developing for
itself or for others materials that are competitive with those produced as a result of the services
provided hereunder, irrespective of their similarity to the Deliverables.
14. TERMINATION
This Agreement may be terminated (i) by the City for convenience upon thirty (30) days
prior written notice of termination or (ii) by either party for material breach upon thirty (30) days
prior written notice, provided that the breaching party shall have the right to cure the breach
within such notice period. Consultant may terminate this Agreement or performance of any part
of the services upon written notice if it determines that (i) a governmental, regulatory or
professional entity (including, without limitation, the American Institute of Certified Public
Accountants, the Public Company Accounting Oversight Board or the Securities and Exchange
Commission) or an entity having the force of law has introduced a new, or modified an existing,
law, rule, regulation, interpretation or decision the result of which would render Consultant's
performance of any part of the Services illegal or otherwise unlawful or in conflict with
independence or professional rules, or (ii) circumstances change (including, without limitation,
changes in ownership of City or any of its affiliates) such that Consultant's performance of any
part of the services would be illegal or otherwise unlawful or in conflict with independence or
professional rules.
In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to the effective date of such notice of
termination, subject to the following condition:
Upon such payment, Consultant shall deliver to the City all Deliverables completed as of
such date, and in such case such Deliverables shall be the property of the City pursuant to Section 5
above unless prohibited by law, and Consultant consents to the City's use thereof for such purposes
as the City deems appropriate in accordance with Section 5 above.
15. DISCRIMINATION
In performing the services hereunder, 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 regarding discrimination regarding personnel performing the services
hereunder.
16. 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.
17. 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. City shall be entitled to terminate this Agreement upon written notice
in the event of said inability.
18. LIMITATIONS ON DAMAGES AND ACTIONS
Each party agrees that the other party, its affiliates, agents and subcontractors, and each
of their partners, principals or other personnel shall not be liable for any actions, damages,
claims, liabilities, costs, expenses, or losses in any way arising out of or relating to the services
performed hereunder for an aggregate amount in excess of (i) in the case of Consultant, the fees
paid by City to Consultant hereunder, or (ii) in the case of City the fees paid and payable to
Consultant by City hereunder. In no event shall either party, its affiliates, agents or
subcontractors or any of their partners, principals or other personnel be liable for consequential,
special, indirect, incidental, punitive or exemplary damages, costs, expenses, or losses
(including, without limitation, lost profits and opportunity costs) nor shall they be liable for any
claim or demand against the other party by any third party.
No action, regardless of form, arising under or relating to this Agreement, may be
brought by either party more than one year after the cause of action has accrued, except that an
action for non-payment of any invoice may be brought by a party not later than one year
following the date of the last payment due to such party on any invoice hereunder.
19. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature hereinbelow has the power,
authority and right to bind their respective parties to each of the terms of this Agreement.
b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set
forth in the body of this Agreement.
c. For the purposes of these terms, "Consultant' shall mean Deloitte Consulting LLP and
its subsidiaries, successors and assigns.
d. City shall cooperate with Consultant in the performance of the services hereunder,
including, without limitation, providing Consultant with reasonable facilities and timely access
to data, information and personnel of City. City shall be responsible for the performance of its
employees and agents and for the accuracy and completeness of all data and information
provided to Consultant hereunder. City acknowledges and agrees that Consultant's performance
is dependent upon the timely and effective satisfaction of City's responsibilities under this
Agreement and timely decisions and approvals of City in connection with the services.
Consultant shall be entitled to rely on all decisions and approvals of City.
e. Neither party shall be liable for any delays or other non-performance resulting from
circumstances or causes beyond its reasonable control, including, without limitation, acts or
omissions or the failure to cooperate of the other party (including, without limitation, entities or
individuals under its control, or their respective officers, directors, employees or other personnel
and agents), acts or omissions or the failure to cooperate by any third party (other than
Consultant subcontractors), fire or other casualty, act of God, strike or labor dispute, war or other
violence, or any law, order or requirement of any governmental agency or authority.
f. All sections herein relating to payment, license and ownership, confidentiality,
warranties, limitations of warranties, limitations on damages and actions, non -solicitation and
waiver shall survive the termination of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year
first above written.
ATTEST:
CITY OF SANTA ANA
PATRICIA E. HEALY DAVID N. REAM
Clerk of the Council City Manager
APPROVED AS TO FORM:
JOSEPH W.FLETCHER
City Attorney
By: 112,
Laura Sheedy
Assistant City Attorne
RECOMMENDED FOR APPROVAL:
PHILLIP GARCIA
Fire Chief
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DELOITTE CONSULTING LLP
f.
BOB W TZEL
Principal
Tax ID # 0(e - 14-S-4 513
If IV (a#
EXHIBIT A
September 15, 2004
Ms Anna Olivarez
Communications Manager
Santa Ana Fire Department
1439 South Broadway,
Santa Ana, CA 92707
Subject: Orange County Fire Departments Interoperation Technology Planning Project
Proposal
Dear Ms Olivarez:
Further to our discussions over the last several weeks and the meeting that you coordinated September 2, 2004 with
your communications working group, we have developed this proposal to conduct an Interoperability Technology
Plan.
The proposal outlines our understanding of the issues around interoperability between the dispatch centers within
Orange County and then proceeds to outline an approach and workplan for addressing dispatch interoperability. We
understand that the core issue that you have been addressing is the provision of unit status to CAD systems at all
dispatch centers and enabling automated dispatch requests for those units. As we agreed in the meeting on
September 2°d we have used an approach that allows for taking a more strategic view, confirming that the unit status
dispatch request initiative is the first priority and then development of both a higher level long term roadmap as well
as the design and plan for the priority project (assumed at this time to be the unit status / dispatch request project).
The project timeline and milestone payment schedule are also included.
Our Understandina
Fire Departments in Orange County, California have for many years, operated with a high degree of cooperation and
to a large extent consolidation. From a dispatch operations and technology perspective, fire departments in Orange
County fall into three groups:
1. The Metro Cities Fire Authority provides dispatch service through its Metro Net Dispatch Center to
Anaheim, Huntington Beach, Orange, Fountain Valley, Garden Grove and Newport Beach fire
Departments.
2. The Orange County Fire Authority (OCFA) provides complete fire protection services including dispatch to
unincorporated areas of the County as well as to the Cities of Aliso Viejo, Buena Park, Cypress, Dana
Point, Irvine, Laguna Hills, Laguna Niguel, Laguna Woods, Lake Forest, La Palma, Los Alamitos, Mission
Viejo, Placentia, Rancho Santa Margarita, San Clemente, San Juan Capistrano, Seal Beach, Stanton, Tustin,
Villa Park, Westminster and Yorba Linda.
3. The Cities of Santa Ana, Costa Mesa, Brea and La Habra and Laguna Beach run their own fire departments
with independent dispatch centers.
Despite the different operating models, the Departments interoperate across all boundaries. Mutual aid agreements
allow for fire apparatus to respond to assist units from other jurisdictions and even to respond as the initial, primary
or only unit in a neighboring jurisdiction.
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Most of this interoperability between dispatch centers occurs through manual person to person requests. Metro Net
has implemented an automated link between their system and Costa Mesa and the Orange County Fire Authority
which allows automated unit dispatch requests between Metro Net and Costa Mesa and Metro Net and OCFA.
While this concept could be extended to the other centers in the County, the link is a point to point link. It does not
provide a mechanism for all dispatch centers to communicate with all other dispatch centers. Even in its current
implementation, OCFA does not communicate with Costa Mesa.
The business of fire is unpredictable. In the case of larger fires, which require more manpower than one jurisdiction
can provide, resources are drawn from many different departments. Other resources are called to backfill vacated
departments in order to provide coverage. In these cases, it can be very challenging to gain an understanding of the
overall coverage in Orange County, which resources are available and closest to a fire, and which dispatch center to
contact to make a request. It is Deloitte Consulting's understanding that this issue is driving the most immediate
interoperability needs within Orange County.
It is our understanding that this ability is the core and urgent need of the dispatch centers in Orange County.
Representatives also expressed interests for much broader interoperability strategies. Several dispatch center
representatives have also expressed an interest in Automatic Vehicle Location. The ability to share updated
information after a caller has been dispatched such as premise history, medical and hazardous material was
discussed. Other interests expressed included expanded wireless device capabilities and functionality to send
streaming video.
The Fire Departments in Orange County have laid an incredible foundation of cooperation and interoperation but
they clearly want to go fin-ther. In the current environment, the increased urgency of homeland security makes such
initiatives more important than ever. This environment also presents a multitude of opportunities. With currently
available grant funding, the time is right to move forward and develop a plan to support interoperability and
integration as the Departments move forward. The plan needs to identify the initiatives that are underway and
project priorities for all of the departments. Each initiative and project should be streamlined according to one
overarching strategy to direct how those projects should be undertaken to reduce waste and repetition and to allow
for the most appropriate degree of integration.
Approach
Deloitte Consulting has based our approach to this project on a standard strategic planning methodology illustrated
in the diagram below.
The methodology is broken into five phases: Inception, Assessment, Vision, Strategy & Roadmap and
Communicate. As important, there are four threads (Business, Governance, Funding, and Technology) that underlay
all of the work that is undertaken in the project. We believe that the results of a technology planning project are
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only effective when the four key threads are considered together. Technology must be planned and designed while
considering the business requirements that are driving the plan as well as how the eventual technology solution is
going to be owned, governed and funded.
When you undertake a technology planning project (especially in a multi -agency multi jurisdiction environment)
with full consideration of the business requirements, governance and funding, the resulting recommendations and
plan are realistic. They can be implemented in the environment in which they must exist, are structured in a way
that supports the business requirements and can be managed over the long term.
Scope of Work
Inside each of the phases of the project outlined in the methodology diagram above are a set of tasks that make up
the work. The following table outlines the tasks and proposed durations for each phase of work.
Task
Description
Duration
(Days)
Startup Activities
Meet with project
The project commences with meetings with the
1 d
management
client project management team to review the
workplan, schedule and deliverables outlined in
the proposal and confirm them. Where necessary,
required changes are identified. A key part of
these meetings is the determination of reporting
and communications protocols for the project.
Confirm project plan
Based on the outcome of the initial meetings and
2d
the actual start date of the project and staff
availability, the project plan is adjusted and the
finalized plan approved by the client project
managers. Meeting schedules are expanded
from the high level definitions in the project plan
and initial steps are taken to formally schedule
meetings and workshops.
Meet with 2-3 Key
Meetings are held with 2 to 3 key stakeholders.
2d
Stakeholders
These are likely to be dispatch center managers
and fire chiefs. These meetings allow for initial
confirmation of project goals and strategic
priorities and help shape that work in the coming
weeks.
Current
Assessment
Compile and Release
A survey questionnaire is compiled as a tool to
ld
Survey
assist in the interview and site visit process. It
provides a standard list of questions and outlines
the information to be gathered. The questionnaire
covers both the current situation as well as plans
for the future and integration requirements directly
associated with this project. The survey is sent
out to all project participants and they are
encouraged to complete as much of it as possible
in advance of the site visits and interviews. Man
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of the participants will have the opportunity to
complete the survey during an interview. Some
participants may have to complete the survey
inde endentl and return it to the project team.
Visit All Centers
Members of the project team will visit up to 7 sites
7d
to interview managers and understand the
installations and operations at a high level.
Surveys will be completed by the consulting team
during these site visits. Most site visits are
ex ected to be approximately 2 hours in duration.
Meet with Chiefs and
Members of the project team will meet with and
7d
Ops Officers
interview Fire Chiefs and Operations Officers. All
departments will be invited to participate in these
discussions. We expect that many of these
discussions will be held in a group setting but that
several one on one meetings will also be required.
These interviews will focus on strategic issues,
future initiatives, funding and governance
considerations and requirements rather than
completion of surveys.
Compile Survey
The results of the surveys will be compiled with the
2d
Results
interview records to develop a cross agency view
of the current situation and the requirements.
Identify Best Practice
The project team will use the outcomes of the
1 d
Sites
initial interviews and discussions with client project
management to attempt to identify one to three
potential sites that are highly integrated. These
sites may be identified by stakeholders as "best
practice' sites or simply places that have done
some projects that should be considered as
Orange County moves forward.
Conduct Best
Should sites be identified, Fire Department
2d
Practice Interviews
representatives shall facilitate discussions
between the project team and personnel at those
sites to develop a basic understanding of how they
have accomplished their integration and lessons
learned in those jurisdictions that should be
a lied in Orange County.
Identify Potential
It is expected that out of the requirements process
1d
Priority Projects
one or more high priority projects will be identified
(Quick Hits)
that should be moved forward promptly. At this
time it is expected that the status and dispatch
request project will be identified as such an
initiative. It may be that there are several projects
identified either as such obvious high priorities or
as projects that can quickly be implemented and
14
15
deliver high value to one or more of the
participating agencies. These projects shall be
identified and a short project description prepared
as part of the requirements process.
Compile
The results of surveys, site visits, the best
3d
Requirements
practices work and quick hits process will be
combined and a set of requirements both long
term and specific to the priority projects will be
compiled. This set of requirements will form the
foundation of the Current Assessment Deliverable.
Prepare
The requirements compiled in the previous task
2d
Requirements
will be assembled in a form suitable for use at a
Validation Workshop
requirements validation workshop. The materials
are likely to be in the form of a presentation deck
and working papers for handout at the workshop.
Requirements
The team will conduct a workshop to review and
1d
Validation Workshop
validate the requirements with key stakeholders.
The session is expected to be highly interactive
with discussions resulting in confirmation of many
of the requirements as well as introduction of new
ones and prioritization of the compiled set of
requirements and identified quick hit initiatives.
Assessment
Following the Validation Workshop the team will
5d
Deliverable
compile the assessment deliverable. The
deliverable will outline the current technology
environment at each site, current and planned
projects as well as requirements for future
integration and interope rations.
Vision
Prepare Vision
The visioning process will examine the priority
2d
Workshop Materials
requirements identified in the assessment process
above and present different ways to address the
requirements. Options will be compiled at a high
level along with pros and cons and cost,
governance and implementation considerations.
These materials will be packaged for use at a
Visioning Workshop.
Vision Workshop
The team will conduct a'/2 day Visioning
1d
Workshop where options will be explored to
address the various requirements.
Evaluate Alternatives
Following the workshop, the team will conduct
2d
further assessment and evaluation of the
alternatives available to address the requirements.
Projects will be better defined to address the
priorities.
Vision Deliverable
The results of the visioning process will be
2d
15
Deliverables
The project includes four deliverables that will make up the complete Interoperability Technology Plan.
1. The Current Assessment will be an MS Word document of approximately 30 pages that will outline the
current technology environment at each of the dispatch centers in the County as well as the requirements
for interoperability in the future. A key component of the Current Assessment will be an inventory of
current projects as well as planned projects at each of the centers along with their funding and or approval
16
compiled into a deliverable for distribution.
Strategy and
Roadmap
Develop Project
Project outlines describing high level
3d
Outlines
requirements, schedule, cost, governance and
funding considerations will be compiled for the
projects emerging from the "Quick Hits' and
Visioning processes. These outlines (each
expected to be 1 to 2 pages in size) will be the
foundation for the Strategic Roadmap.
Compile Strategic
The Strategic Roadmap will be compiled into a
3d
Roadmap
deliverable suitable for distribution. In addition to
the Project Outlines the deliverable will contain a
discussion of where projects should be combined
or shared and high level recommendations on
project management structures, procurement
strategy and standards.
Priority Project -
The project team will develop a Functional Design
4d
Functional Design
for one priority project. At this time it is expected
that the project will be the Status and Dispatch
Request System. The functional design will lay
out a high level description of the project and
project plan. It will outline the budget and
schedule for the project and likely include a
discussion of technical options and potentially a
recommended technical option.
Recommendations will include a high level
implementation/ procurement strategy and
governance model.
Compile and Deliver
The Functional Design will be compiled into a
3d
Functional Design
package intended for submission for funding and
implementation approval with either a grant
fundi n a ency or local board.
Presentation &
Communication
Presentations
Over the course of up to two weeks, the project
10d
team will present the results of the Implementation
Roadmap and/or the Functional Design on three
se arate occasions.
Deliverables
The project includes four deliverables that will make up the complete Interoperability Technology Plan.
1. The Current Assessment will be an MS Word document of approximately 30 pages that will outline the
current technology environment at each of the dispatch centers in the County as well as the requirements
for interoperability in the future. A key component of the Current Assessment will be an inventory of
current projects as well as planned projects at each of the centers along with their funding and or approval
16
status and expected schedules. The document will discuss the results of the "Best Practices" work and
identify any projects identified as "Quick Hits" or priority projects
2. The Vision Deliverable may be either a presentation deck or a text document depending on the results of
the work. It is expected to be approximately 20 pages in length and will outline the options and
recommended alternative to address the priority requirements.
3. The Strategic Roadmap will be a text document of approximately 30 pages in length. It will include 1 to
2 page descriptions of the projects identified to address the interoperability requirements as well as a
discussion of where projects should be combined or shared and high level recommendations on project
management structures, procurement strategy and standards.
4. The Functional Design will be a design document for one of the priority projects. At this time it is
expected to be the Status and Dispatch Request Project although the Vision process may identify another
project that should be the highest priority. The deliverable will be a text document approximately 30 pages
in length. The functional design will lay out a high level description of the project and project plan. It will
outline the budget and schedule for the project and likely include a discussion of technical options and
potentially a recommended technical option. Recommendations will include a high level implementation/
procurement strategy and governance model.
Schedule
We believe that we can complete this assignment, up to the delivery of the Functional Design and Strategic
Roadmap to the client project management team, in approximately 11 weeks.
The schedule is, of course, heavily dependent on the personnel from the involved dispatch centers participating
actively in meetings and workshops, and timely response to requests for information.
The estimated schedule for the oroiect is presented in the following diagram.
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Kev Assumptions
ti
:
This proposal has been developed with the following key assumptions:
• All participating agencies will actively engage in the project and provide materials, input and feedback in a
proactive and timely manner
• Client project leadership will facilitate contact with participating agencies and any identified best practices
sites and facilitate meetings and information gathering in a timely manner.
17
Deliverables will be delivered electronically for review. Up to five hard copies of each deliverable will be
prepared, bound and delivered upon its acceptance.
We expect that reviewers will review documents in a timely fashion and turn them around to the consulting
team within 5 business days of issue.
Deliverables will be reviewed and a single set of consolidated feedback returned to the consulting team
within five days of issue. Where a subsequent review is undertaken, only areas that were addressed in the
previous review or areas changed by the consulting team since the previous version will be reviewed in
subsequent reviews. Where feedback is not provided within five business days the deliverable shall be
deemed accepted.
Costs and Payment Schedule
We are prepared to undertake the work outlined in the scope of work section at a cost of $260,000. This fee
includes all travel and incidental costs for the project team.
We propose a payment schedule as follows:
Milestone 1 — Delivery of Current Assessment $65,000
Milestone 2 — Delivery of Vision Deliverable $65,000
Milestone 3 — Delivery of Strategic Roadmap $65,000
Final Payment — Delivery of Functional Design $65,000
Invoices may be submitted to Client by Deloitte Consulting on or after delivery of the applicable
Milestone.
Conclusion
Thank you for the opportunity to submit this proposal. We look forward to participating in this exciting and
important initiative with you. Should you have any questions regarding the proposal, you can contact me at 213-688-
4716 or Stephen Lee at 916-288-3920. We would be pleased to discuss any aspects of this proposal or any other
ways that we can help.
18
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PRODUCER
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