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HomeMy WebLinkAbout25G - AGMT - IT ASSESSMENTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 18, 2014 TITLE: AGREEMENT WITH THIRDWAVE CORPORATION FOR AN INFORMATION TECHNOLOGY ASSESSMENT (STRATEGIC PLAN NO. 6, 11; 7, 5) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1$' Reading ❑ Ordinance on 2 n Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with ThirdWave Corporation for an information technology assessment based on the terms set forth in the attached draft agreement for the amount of $155,829, plus a 10% contingency, subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The City of Santa Ana Mayor and City Council adopted a Five -Year Strategic Plan on March 18, 2014, establishing goals, objectives and strategies for Santa Ana's future. The Five -Year Strategic Plan has seven guiding principles which provide the basis for how the organization will work to achieve its mission and vision. Given the City's new focus and direction, IT and communications have come to the forefront and identified as a means by which to deliver on the goals and objectives as stated in the Five -Year Strategic Plan. There are various technology trends that the City will contend with as the next generation of innovative tools emerge. The City is committed to the use of IT investments and implementing new technology to ensure efficient and effective delivery of City services. As such, the City in a collaborative effort with various department stakeholders has developed a draft IT Strategic Plan (ITSP) approved by the City's Executive Management Team. The ITSP sets forth the vision, goals and initiatives to provide innovative and sustainable technology solutions to deliver quality services. In addition, the ITSP incorporates guiding principles to ensure a strategic vision is maintained. These guiding principles are: Innovative, Customer Centric, Effective, Fiscally Responsible, Quality, Collaborative, and Efficient. 25G -1 Agreement with Third Wave Corporation for an Information Technology Assessment November 18, 2014 Page 2 With a shared vision, goals and guiding principles established, the City's next step is to identify, prioritize, and execute on opportunities to improve operational efficiency and effectiveness. To do this, the City will engage a consultant with strong municipal business and IT experience to conduct an information technology assessment. The IT assessment will define the City's current technology service levels and develop a strategic IT roadmap focused on supporting City departments in delivering quality services to the community. Additionally, the assessment will evaluate and guide the City to accomplish the following: • Foster a culture of innovation and efficiency • Provide for a clear direction regarding the City's IT current and future needs • Evaluate the ITSP and provide recommendations • Develop a roadmap to align IT with Five -Year Strategic Plan stated goals and initiatives • Ensure the greatest value from investment in IT On August 14, 2014, the City Manager's Office, in collaboration with the Finance & Management Services Agency, issued a Request for Proposal (RFP) for an information technology assessment. The RFP was made available through the City's e- procurement system. Key components and submittal requirements of the RFP included: • Firm profile demonstrating capability and experience in municipal IT strategic planning • Sample IT assessment report and positive references • Competitive cost, project approach and work plan • Agreement to terms and conditions specified in the RFP In response to inquiries and questions asked by vendors, the City released one addendum to the initial RFP. On September 4, 2014 two proposals were received and evaluated. The eight - member evaluation committee representing the Police Department, the Parks, Recreation and Community Services Agency, the Community Development Agency, the Public Works Agency, the Planning and Building Agency, the City Manager's Office, the Personnel Services Agency and Finance and Management Services Agency rated the proposals using four criteria: 1. Sample IT assessment and depth of references 2. Experience of the firm and technical expertise of assigned staff 3. Total cost and description of all costs 4. Proposer's processes, approach and work plan The focus of the evaluation process was to select the proposal that provided the most thorough and competitive assessment set forth in the RFP. The evaluation committee determined that both firms met or exceeded each of the RFP requirements. The two vendors (Avasant and ThirdWave Corporation) were invited to a clarification interview and oral presentation on September 16, 2014 and were advanced to Phase II of the process. 25G -2 Agreement with ThirdWave Corporation for an Information Technology Assessment November 18, 2014 Page 3 In Phase II, the two proposals were evaluated on 4 categories outlined in the RFP. A final score for each proposal was derived by taking the average of each evaluator's total score. Using this methodology, the highest numerical score reflects the best proposal. Vendor Final Score % Ranking Proposal ThirdWave 1 89% 1 1 Committee Recommended Avasant 1 71% 2 Based on the evaluation of the proposals, the committee recommends entering into an agreement with ThirdWave to conduct an IT assessment and development of a strategic IT roadmap over a five to six month period. In addition, staff is recommending adding a 10% contingency in the event that management may add additional workshops or expand the scope of the assessment. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's efforts to meet Goal # 6 Community Facilities and Infrastructure, Objective # 11, Assessment and development of a citywide Information Technology Master Plan and Goal# 7 Team Santa Ana, Objective # 5, create a culture of innovation and efficiency within the organization. FISCAL IMPACT Funds are available in the citywide Non - departmental Contractual Services Professional account (01105015- 62300). �\Zaa s=A) � Francisco Gutierrez Executive Director Finance and Management Services Agency EG Exhibit: Agreement 25G -3 25G -4 CONSULTANT AGREEMENT INFORMATION TECHNOLOGY ASSESSMENT RFP NO. 14-049 THIS AGREEMENT, made and entered into this 18th day of November, 2014 by and between ThirdWave Corporation, a privately held California Corporation (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 1. The City desires to retain a Consultant having special skill and knowledge in the field of information technology assessments and strategic plans for local governmental organizations. 2. Consultant represents that Consultant is able and willing to provide such services to the City. 3. 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 information technology consulting firm. 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: A. SCOPE OF SERVICES Pursuant to this Agreement, Consultant shall provide the City with an Information Technology Assessment. The Assessment will include all of the elements outlined in the Scope of Work section of the Consultant's October 30, 2014 Proposal, attached hereto and incorporated herein as Exhibit A. B. TERM The term of this contract shall commence on December 1, 2014 and terminate upon completion of all services outlined above, unless earlier terminated as set forth in Section H, below. Under no circumstances shall the contract continue past November 30, 2015. C. COMPENSATION I. City agrees to pay and Consultant agrees to accept as total payment for its services, the total sum of $155,829. An additional contingency often percent (10 %) of the total payment amount may be expended for additional services under this contract as approved in writing by the City Manager. 2. All payments to Consultant shall be made based on the completion of project milestones and deliverables, as detailed in Consultant's Detailed Payment Schedule, attached hereto and incorporated herein as Exhibit B. Under no circumstances will payments be made in advance of work performed. The City will require 10% retention of the overall project cost payable upon the City's written approval of final deliverables 25G -5 3. Extra Work No new work of any kind shall be considered an extra unless a separate estimate is given for said work and the estimate is approved by the City in writing before the work is commenced. The Consultant will be required to provide detailed information of such extra work. Documentation of contract compliance may be required. Work performed prior to obtaining written approval of the City shall not be included within the Scope of Work and may not be paid. D. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this contract, be construed to be an independent contractor and not an employee of the City. This contract 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 manner in which Consultant performs the services required by this contract. 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. E. INSURANCE Prior to undertaking performance of work under this contract, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: L Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance which shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting there from 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 One Million Dollars ($1,000,000) per occurrence, Two Million Dollars ($2,000,000) in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, volunteers, 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 (c) contain standard separation of insureds provisions. Consultant shall supply City with a fully executed additional insured endorsement in substantially the form attached hereto as Exhibit C upon execution of this Agreement and shall be approved in form by the City Attorney. 1 Business automobile liability insurance, or equivalent form, with a combined single limit of not less than One Million Dollars ($1,000,000) per occurrence. Such insurance shall include coverage for owned, hired and nonowned automobiles. 3. Worker's Compensation Insurance. In accordance with the provisions of Section 3300 of the Labor Code, Consultant is required to be insured against liability for Workers' Compensation or to undertake self - insurance_ Prior to commencing the performance of the work under this contract, 25G -6 Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than One Million Dollars ($1,000,000) per accident. 4. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: a. Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this agreement. b. Certificates of insurance shall be furnished to the City upon execution of this contract and shall be approved in form by the City Attorney. C. 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. 5. 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 contract. 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. F. HOLD HARMLESS/ INDEMNIFICATION To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its officers, agents and employees (collectively, the "indemnified parties ") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a claim; collectively, "claims "), which may arise from or in any manner related (directly or indirectly) to any work performed or services provided under this contract (including, without limitation, defects in workmanship and/or materials) or Consultant's presence or activities conducted performing the work (including the negligent and/or willful acts, errors and/or omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers, contractors, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable for any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the indemnified parties from any claim arising from the sole negligence or willful misconduct of the indemnified parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this contract. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. G. 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, sent by telefacsimile communication, or via e-mail to the following persons: 25G -7 To City: Clerk of the Council City of Santa Ana 20 Civic Center Plaza (M -30) P.O. Box 1988 Santa Ana, CA 92701 Fax: 714-647-6956 With courtesy copy to: and To Consultant: Personnel Department — Benefits Division City of Santa Ana 20 Civic Center Plaza (M -34) P.O. Box 1988 Santa Ana, CA 92701 City Attorney City of Santa Ana 20 Civic Center Plaza (M -29) P.O. Box 1988 Santa Ana, CA 92701 Fax: 714-647-6515 ThirdWave Corporation 11400 W. Olympic Blvd. Suite 200 Los Angeles, CA 90064 Fax: 310 -312 -9513 Attn: Roy Hernandez, President/CEO H. TERMINATION The City reserves the right to terminate the contract as follows: 1. In the event Consultant fails or refuses to timely perform any of the provisions of this agreement in the manner required, or if Consultant violates any provision of this agreement, Consultant shall be deemed in default. City shall provide written notice of such default to Consultant's project manager. Consultant shall cure said default within a period of two (2) working days. If such cure is not completed in a timely manner, City may terminate the agreement by giving written notice to Consultant's project manager. Consultant shall be responsible for all costs incurred by City, including replacement costs of equipment and labor required to provide service during Consultant's default. In the event of such termination for cause, City shall pay Consultant that portion of compensation specified in the agreement that is earned and unpaid prior to the effective date of termination. Consultant shall not be entitled to any compensation for lost profits if terminated for cause. 25G -8 2. This agreement may be terminated without cause by City upon thirty (30) days written notice delivered to the Consultant either personally or by mail. Upon termination, City shall pay to Consultant that portion of compensation specified in the agreement that is earned and unpaid prior to the effective date of termination. 3. In addition to, or in lieu of, remedies provided in this agreement or pursuant to law, City shall have the right to withhold all or a portion of Consultant's compensation for contract services if, in the judgment of the project manager or designee, the level of service falls below appropriate standards and/or Consultant fails to satisfactorily perform contract services. City shall have the right to retain funds withheld until the project manager or designee determines that contract services are performed as well and as frequently as required by this agreement. 1. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS Consultant shall perform all requirements under this contract in strict observance of and in compliance with all applicable environmental, traffic, safety and any other laws, regulations, ordinances, codes and any other legislative or statutory requirements. J. ASSIGNMENT Inasmuch as this contract 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 City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. K. JURISDICTION — VENUE This contract has been executed and delivered in the State of California and the validity, interpretation, performance and enforcement of any of the clauses of this contract 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 contract. L. FINES The Consultant shall be liable for all violation fines levied against the City by federal, state, or local agencies with regulatory authority related to Consultant provided services. M. 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. 25G -9 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA CARVAHALO City Attorney le By: Kyle gAdl Iesen Deputy City Attorney RECOMMENDED FOR APPROVAL: Francisco Gutierrez Executive Director Finance and Management Services Agency CITY OF SANTA ANA DAVID CAVAZOS City Manager CONSULTANT Roy Hernandez President / CEO ThirdWave Corporation 25G -10 EXHIBIT n 25G -11 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 PHASE 0 PROJECT MANAGEMENT Task 0.1 Project Kick -off Meeting This task will entail holding an onsite project kickoff meeting with the City and ThirdWave's Project Team. A PowerPoint presentation will be produced to review the project goal and objectives, project plan, deliverables, project schedule, ThirdWave and City responsibilities, and the PMBOK TIVI project management protocol. Assumptions: 1. Staff and management representing key departments will attend the kick -off meeting. it is important that key stakeholders receive an overview of the project and understand its importance to the future operation and delivery of City services. 2. if possible, the project's executive sponsor should initiate this meeting, along with the City Project Manager, to underscore the importance of the project. 3. This meeting will last an hour to an hour and -a -half long depending on questions. Deliverable 0.1: Project Kickoff Meeting Task 0.2 Ongoing Project Coordination This task will entail holding ongoing project progress and coordination meetings or conference calls with the City's Project Manager, i.e., on a weekly basis. This will serve to review / discuss the project's progress, issues identified to date, and plan / prepare for future tasks. Deliverable 0.2: Ongoing Project Coordination Task 0.3 Monthly Status Reports This task will entail providing written progress reports to the City's Project Manager each month. Progress reports will outline the status of the project, including the following, as appropriate: • Description of progress made during the reporting period • Deliverables completed and delivered during the reporting period • Outstanding issues and recommendations for resolution (if any) • Scope, cost and schedule integrity status Assumptions: 1. The project plan assumes a five (5) month project schedule, therefore 5 monthly progress reports will be provided at the end of months 1 through 2 of the project. Deliverable 0.3: Monthly Status Reports Proposal 02014 11 ThlydWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -12 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 Phase 1 Discovery Task 1.1 Review Current Technology Documentation This task will entail reviewing existing documents related to IT and related organizational information. This task will entail reviewing existing documents to establish a baseline understanding of the City's enterprise architecture and systems environment. Documents could include: • Network Topology diagrams • City Organization Chart and Mission Statements • IT Mission Statements, IT Organization Chart, IT Staff Classifications • Previous Strategic IT or Business Plans • Planned IT Initiatives • Other documents as appropriate Assumptions: 1. Reference documents will be provided to ThirdWave on the same day as the Project Kick -off Meeting or within the first week of the project. 2. This task will not produce a deliverable. Deliverable 1.1: Review Existing IT Documentation Task 1.2 Prepare IT Inventory Spreadsheet This task will entail developing an IT Systems inventory spreadsheet reflecting the City's organization and providing it to the City for data collection by appropriate City IT staff. We understand that the City may already have an inventory of systems; however this spreadsheet will be specifically structured to work with ThirdWave's methodology. The inventory will create a complete list of existing IT projects and initiatives, and infrastructure and application system assets. The IT Inventory will be provided by City IT staff and ThirdWave will review and evaluate existing documentation for completeness, consistency, and relevancy to the development of the IT Strategy. The inventory will include the following systems, which will be referenced in subsequent tasks. Technology by Department or Enterprise • Infrastructure (Topology, bridges, routers, hubs) • Hardware: Servers, Workstations, Mobile Devices, Peripherals • Software: • Departmental (Recreation Registration & Payment Processing Systems, Land -based Permitting, etc.) • Enterprise: Financial, HR, Time Keeping & Scheduling, etc. • Web - enabled / E- Government Deliverable 1.1: Prepare IT Inventory Spreadsheet Proposal 02014 12 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -13 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 CSA T 1.2 Fill Out IT Inventory Spreadsheet This task will entail appropriate IT City staff filling in the data into the spreadsheet provided by ThirdWave. Deliverable 1.1: Filled Out IT Inventory Spreadsheet Task 1.3 City IT Staff Skills Assessment Task 1.3.1 Provide Online IT Skills Survey This task will entail producing an online survey to provide Full Time IT and "Shadow" staff the opportunity to provide input on their skill sets. (Shadow IT Staff are those that provide IT support but do not have a formal classification to do so.) An online IT Skills Assessment Survey will be provided to City staff using SurveyMonkeyTM. All staff currently spending more than 20% of their time on IT related activities will be asked to respond to the survey. The skills inventory will gather the following information: • Name • Classification • Departments, Division, Section (as applicable) • Proficiency Areas (to be identified I finalized with the City's) Sample proficiencies for could include the following: • Infrastructure • Hardware • Software: • Departmental • Enterprise Applications • E- Government • Help Desk I Support ThirdWave will work with the City's Project Manager and the Project Steering Committee (if applicable) to modify and finalize the online skills survey to ensure it is custom tailored to the City's environment. The task will baseline the knowledge, skills, and abilities of existing IT staff to gauge the ability of the IT organization's ability to sustain the IT Strategic Plan. Assumptions: 1. A SurveyMonkeyTM link will be provided to the City's Project Manage, for placing on the City's Intranet. 2. City Management will underscore the importance of filling out the survey and will encourage IT staff to reply to the survey. 3. The online survey will collect data for a period of one (1) week. Deliverable 1.3.1: Online IT Skills Survey Proposal 02014 13 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -14 0 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 CSA T 1.3.1 Distribute and Fill Out the Online Survey This task will entail the City's Project Manager providing the survey to the appropriate IT staff, so that they can post the link. The IT Skills Inventory survey notice (link) will be prominently placed on the City's Intranet website and an announcement will be provided to City's IT staff via the IT Department Head. Unless otherwise agreed, the online survey will collect data for one week. Deliverable 1.3.1: City IT Staff Take Survey Task 1.3.2 Compile IT Skills Survey Data This task will entail compiling the data collected in the online surveys and producing a summary of findings. This information will be referenced in subsequent project tasks. Deliverable 1.3.2: IT Staff Skills Survey Findings Task 1.4 City Staff Online Survey Task 1.4.1 Develop Online City Staff Survey This task will entail developing and posting an internal City Staff survey providing city staff and management the opportunity to provide input on the City's existing and required systems, and IT organization's capability to support them. Possible items the customer online survey will address includes: • Existing and required information systems • End user computing • Related support processes • End user training • IT Help Desk MKOW, ThirdWave will work with the Project Manager and IT Manager to finalize the online survey questions to ensure it is custom- tailored to the City. ThirdWave will use SurveyMonkeyTM for the online survey. Specific business and technical requirements for the ITSP and Implementation Plan will be collected from the end user survey responses. Assumptions: 1. A SurveyMonkeyTM link will be provided to the City's Project Manager. 2. A link will be placed on the City Intranet website and a notice will be issued encouraging all City staff to take the survey. 3. The online survey will collect data for one (1) week. Deliverable 1.4.1: Online End User Survey Proposal 14 ThirdWave 11400 W. Olympic Blvd, Suite 200 Los Angeles CA 90064 310.914.0166 V 310.312.9513 F 25G -15 Information Technology Assessment City of Santa Ana October 30. 2014 BAFO V2 CSA 1.4.1 Post Online Survey This task will entail the City's Project Manager providing the survey to the appropriate City IT staff so that they can post it on the City's Intranet. Unless otherwise agreed, the online survey will collect data for the time specified in the MS Project Schedule. City Deliverable 1.4.1: Staff Response to ITSP Survey Task 1.4.2 Compile Online City Staff Survey Data This task will entail compiling the data collected in the online survey and producing a summary of findings. This information will be referenced in subsequent project tasks. Deliverable 1.4.2: Online City Staff Survey Findings Definition !Phase2 Requirements Task 2.1 Management (Department Heads) Interviews Task 2.1.1 Hold Management Interviews This task will entail holding twenty-one (21) thirty- minute interviews with department heads to get a management perspective of general organizational, operational and technology challenges facing the City's departments. Management interviews will gather high level business and service delivery requirements not identified in the business process workshops or technology focus groups with IT staff / management. Possible issues to be discussed include: © 2014 • Biggest business operational / service delivery challenges in the next 5 years. • Most significant IT challenges facing that department's ability to effectively support its mission, i.e., technology, staff training, etc. • Adequateness / responsiveness of the IT organization. Assumptions: 1. To contain travel costs, Management interviews will be held on consecutive days, with up to eight interviews per day until all interviews are completed. 2. Management interviews will last thirty (30) minutes. 3. The City's Project Manager will schedule the interviews. Deliverable 2.1.1: (21) Management Interviews Proposal 15 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -16 ( t ` Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 CSA T 2.1.1 City Review & Comment This task will entail the management interviewees reviewing the draft interview notes and providing comments / suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn- around time specified in the final Project Schedule, five (5) days. Deliverable 2.1.1: City Comments Task 2.1.2 Management Interview Summaries This task will entail incorporating the City's comments to produce the final management interviews summary deliverable. The findings in this deliverable will be referenced in producing subsequent deliverables. Deliverable 2.1.2: Management Interview Summaries Task 2.2 Task 2.2.1 02014 ThirdWave Information Technology Focus Groups Hold IT Focus Groups This task will entail holding technical focus groups with management and staff to gather data related specifically with the broad spectrum of information systems used at workshops will address the following: 1. Infrastructure Workshop • Network Infrastructure • Telecommunication Infrastructure • Data Center(s) appropriate IT to challenges the City. The 2. Hardware Workshop • Servers: Application, database and web servers • Computers: including current desktops, laptops, mobile devices, operating systems. • Peripherals 3. Software • Department Software • Enterprise Software • E- Government Applications • Hosted and Cloud -Based Applications and Services 4. Service Delivery Model Workshop • IT Organizational Structure • Staff resources and KSAs • IT Service & Systems Outsourcing • Disaster Recovery / Business Continuity • Security • Technical security Proposal 16 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -17 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 Network vulnerabilities: Interception, Availability, Access /Entry Point Controls: Interception, Availability, Access /Entry Point Encryption and IT audit policies and procedures Logical security audit: passwords policies, termination policies, special user accounts, remote access Specific tools used in network security ■ Physical security of data centers • Data center personnel • Equipment • Policies and Procedures • Physical security / environmental controls • Backup procedures • Location (move IT form City Hall other location, recommendations) Help Desk & Reporting A YIN checklist will be used to confirm if the City has the foregoing security policies and practices in place: Security requirements will be prioritized using a 1, 2 , 3 rating where number is the highest priority. Four (4) two -hour workshops will be facilitated in a focus group format. The following data will be collected for each of sessions listed above: • Problems: anything inhibiting the effective operation, support and /or maintenance of the City's information systems. • Impacts: to the operating effectiveness of the IT organization or its internal / external customers. • Solutions: for each respective issue. i.e.. technnlnnv solutions training, etc. Benefits: the qualitative / quantitative outcomes of implementing proposed solutions identified in each session of the focus groups. the A summary of findings of the workshops will be produced and provided to the City for the IT organization's review and comments. The data collected will be used to produce recommendations on further utilization of cloud -based solutions and technologies in Phase 3. Assumptions: 1. The IT focus groups will be held on one day. 2. Participants in the Focus Groups will be highly knowledgeable and experienced in the technologies being addressed, so all IT staff will not have to attend all focus groups. Proposal 02014 17 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914,0186V 310.312.9513 F 25G -18 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 3. The City will provide large "sticky back" (2436) Post -Its or flip chart paper for the workshops. Deliverable 2.2.1: Hold Focus Groups CSA T 2.2.1 City Review & Comment This task will entail the City IT staff I management reviewing the draft deliverable and providing comments I suggested revisions. Deliverable 2.2.1: City Comments Task 2.2.2 IT Focus Groups Findings This task will entail incorporating the City's comments to produce the final Technology Focus Group summary of findings deliverable. The findings in this deliverable will be referenced and used to produce the IT Strategic Road Map. Deliverable 2.2.2: IT Focus Group Summary Task 2.3 Business Requirements Definition Task 2.3.1 Rapid Workflow® Workshops This task will entail working with the City to document the detailed requirements of mission critical business processes using ThirdWave's Patented Rapid Workflow® tool. ThirdWave will hold As -Is working sessions with the business process owners to identify detailed business, functional and technical requirements. The workshops will be facilitated to assess business processes I activities encompassing management, operational (internal and external service delivery) and Information Technology challenges facing the existing business process. The as -is working sessions will be held with appropriate staff and management that are knowledgeable and experienced, representing a cross section of the business processes being modeled. The agenda for the workflow sessions will include the following: NNW Rapid Work1loe has Patent Mark Registration No. 2,873,704 with the United States Patent and Trademark Office and is a registered trademark of ThirdWave Corporation in the United States and other countries. Proposal 18 ThlydWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -19 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 Produce the as -is business process model, a high level map of the existing business process steps, including a high level illustration of functional / operational workflows. The business process model will include: • Process Map • Business process steps • Process participants / staff involved • Business systems / applications currently used in each business process • Business data inputs / outputs • Business Activates • Business Requirements • Customer Requirements (if applicable) • Business Process Requirements • Business Rules • Quality Requirements (as applicable) 2. Identify problem areas, which will include existing management, operational and /or Information Technology disablers, e.g., business process bottlenecks, inefficiencies, disconnects, or inhibitors to providing superior business performance and/or customer service. 3. Working with City subject matter experts, anything that inhibits the efficient and effective execution of a business function or activity will be identified and noted on the process map. (This will be gathered if existing Rapid Workflow® process maps do not already exist.) 4. Identify potential solutions, including organizational change, business process change and enhancements, the revision of existing policies and practices (or the introduction of new policies and practices), introduction of strategic Information technologies. 5. Identify potential benefits, including qualitative and quantitative benefits of the proposed technologies solutions if implemented. Benefits will be identified at several levels as appropriate; e.g., within a section or division for the business process being examined, to the City as a whole, or to the City's customers (where applicable). (This will be gathered if existing Rapid Workflow® process maps do not already exist.) For the purposes of this Proposal (and cost estimating) ThirdWave has assumed holding twenty -six (26) working sessions. The City will make the final determination on business functions / processes to be assessed. The following list represents an initial list ThirdWave has compiled for the purposes of this proposal: Proposal © 2014 19 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -20 Information Technology Assessment City of Santa Ana October 30. 2014 BAFO V2 Departments / Divisions No. of Workshops 1. City Manager ....................... ..............................1 2. City Attorney ....................... ..............................1 3. Clerk of the Council .............. ..............................1 4. Community Development • Economic Development .. ..............................1 • Housing Authority ........... ..............................1 • Housing Development .... ..............................1 5. Recreation & Community Services • Business Licenses .......... ..............................1 • Community Services ....... ..............................1 6. Finance and Management Services • Business Licenses .......... ..............................1 • Municipal Utility Services ..............................1 • Purchasing ...................... ..............................1 7. Personnel • Benefits ........................... ..............................1 • Personnel Administration ..............................1 • Post - Employment Benefits ...........................1 8. Planning & Building • Planning ............... ..............................1 • Building & Safety ............ ..............................1 • Code Enforcement .......... ..............................1 9. Police • Admin ............................. ..............................1 • Field Operations ............. ..............................1 • Investigation ................... ..............................1 10. Public Works • Storm .............................. ..............................1 • Streets ............................ ..............................1 • Public Works .................. ..............................1 11. Fire ....................................... ............................... • Fire Prevention ............... ..............................1 • Community programs ..... ..............................1 • EMT Workshop (use interviews as a basis) .1 Total number of Workshops 26 © 2014 Assumptions: 1. Working sessions will typically last 3 to 4 hours depending on the complexity of the business process being modeled. Proposal 20 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310,914.0186V 310.312.9513 F 25G -21 0 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 2. To maximize project resources, two (2) workshops will be held per day on consecutive days until all working session have been completed. 3. The City Project Manager will start scheduling working sessions immediately upon execution of a contract, per the published MS Project Schedule. Delays in the City's ability to make staff available for the workshops will affect / delay the Project Schedule. 4. Workshop participants will be highly knowledgeable and experienced in the business processes being modeled. There should be sufficient participants in the workshops to represent the cross section of staff for the entire business process being modeled. 5. Workshops rooms will be large enough to comfortably hold the number of participants. 6. Workshops rooms with have plenty of wall space to post large flip chart paper, which the City will provide along with thick color markers and a projector. Deliverable 2.3.1: (26) Business Process Workshops Task 2.3.2 Document Business Process Maps / Requirements This task will include documenting the business, functional, and technical needs assessment data collected in the working sessions. The session notes will be provided to the City Project Manager for distribution to the participants of each group for review and comments. Deliverable 2.3.2: Draft Business Process Maps CSA T 2.3.2 City Review & Comment This task will entail appropriate City staff reviewing the draft deliverable and providing comments / suggested revisions. Comments, revisions and corrections to the process maps will be reconciled and consolidated by the City for each business process model, with one set of comments being transmitted to the ThirdWave Project Manager. Unless otherwise agreed, the review and comments will be provided within the turn - around time specified in the final Project Schedule. Deliverable 2.3.2: City Comments Task 2.3.3 Finalize Business Process Requirements This task will entail incorporating the City's comments to produce the final Rapid Workflow® business process maps. The data collected in this deliverable will be referenced and used to produce the IT Strategic Road Map. Deliverable 2.3.3: Business Process Requirements Proposal 02014 21 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186V 310.312.9513 F 25G -22 a Information Tact City of Santa Ana Assessment Task 2.4 IT Governance October 30, 2014 BAFO V2 Task 2.4.1 Hold IT Technology Governance Workshop This task will entail holding a focus group with appropriate members of the City's management team, i.e., department heads / executives that are involved in allocating human and fiscal resources for the acquisition of Information Technology. This task will entail holding a half -day (4 hour) working session to address a broad number of issues related to IT governance. To maximize the amount of discussion and information gathered, the workshop will be done in two parts as shown in the agenda below: • Part 1: Existing Framework, Process and Roles This working session will address existing IT governance process and policies and practices. The Rapid Workflow® framework will be used to assess organizational, operational and process problems, impacts, solutions and benefits will be identified with the workshop participants. Part 2: Future IT Governance Framework This workshop will consist of developing the future state IT Governance structure, including the following: • IT Governance process • Organizational roles • Staff responsibilities The outcome from the workshop will be documented and provided to the participants of the workshop for review and comments. Assumptions: 1. Management that plays a role in developing and /or approving budgets for the purchase of technology will participate. 2. Workshop participants will be highly knowledgeable and experienced in the existing IT governance process, if one exists. There should be sufficient participants in the workshops to represent the cross section of staff involved in approving IT budgets and purchases. 3. Workshops rooms will be large enough to comfortably hold the number of participants. 4. Workshops rooms with have plenty of wall space to post large flip chart paper, which the City will provide along with thick color markers and a projector. Deliverable 2.4.1: Governance Workshops / Draft IT Governance Framework Proposal © 2014 22 ThlydWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186V 310.312.9513 F 25G -23 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 CSA T 2.4.1 City Review & Comment This task will entail the District reviewing the draft deliverable and providing comments / suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn- around time specified in the final Project Schedule. Deliverable 2.4.1: City Comments Task 2.4.2 Technology Governance Framework This task will entail incorporating the City's comments to produce the final IT Governance Framework, including structure, process, roles, and responsibilities. The findings in this deliverable will be referenced in the Task 3. Deliverable 2.4.2: IT Governance Framework Task 3: IT Stirategic Plan Roadmap Task 3.1 IT Strategic Road map Task 3.1.1 Draft IT Strategic Roadmap This task will entail producing a 5 year IT Strategic Roadmap. Based on all previous tasks, this task will develop a list of short and long range IT strategic initiatives and implementation strategies including: • Strategic Business Technologies: Infrastructure, Hardware, Departmental and Enterprise Applications and Integration initiatives; • An analysis of the City's current capability to accomplish the recommendations; and, • Forecast of emerging technologies related to these recommendations. © 2014 At a minimum, the IT Strategic Roadmap will contain the following: 1. Executive Summary 2. Introduction to the Planning Process 3. Findings and Recommendations 3.1 Technology Initiatives • Infrastructure: Network, Communications, Servers • Hardware: PCs, Peripherals, Mobile Devices • Applications Recommendations • Departmental Application Consolidation • Enterprise Applications and Integration • E- Government Service Delivery Applications • Security • Disaster Recovery Proposal 23 ThlydWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -24 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 3.2 Operational Initiatives • Operating Model / Structure • Help Desk & Call Center Service • Possible Service Support Outsourcing 3.3 Management / Organizational Initiatives • IT Governance • Budgeting • Organization Structure • IT resource alignment business priorities, benchmarked against comparable cities • Sustainability: Internal City IT Staffing and Skills Gaps Assumptions: 1. This deliverable will be reviewed with the City's Project Manager and appropriate steering committee. 2. Benchmarking will be accomplished by referencing the M /SAC application, which the City will query. Deliverable 3.1.1: Draft /T Strategic Roadmap CSA 3.1.1 City Review & Comment This task will entail appropriate City staff reviewing the draft deliverable and providing comments / suggested revisions. Comments, revisions and corrections to the document will be reconciled and consolidated by the City for each business process model, with one set of comments being transmitted to the ThirdWave Project Manager. Deliverable 3.1.1: City Comments Task 3.1.2 Final IT Strategic Roadmap This task will entail incorporating the City's comments to produce the final IT Strategic Plan. The data collected in this deliverable will be referenced and used to produce the IT Strategic Roadmap. Deliverable 3.1.2: IT Strategic Roadmap Task 3.2 Cost — Benefit Analysis Task 3.2.1 Draft Cost - Benefit Analysis This task will use the data collected in previous tasks to produce a detailed cost - benefits analysis of the initiatives identified in the IT Strategic Roadmap. Wherever possible, technical, operational and management financial benefits will be identified, in quantitative and qualitative terms. The cost- benefit analysis will be used to assess future alternatives and the prioritization of IT initiatives. The cost - benefit findings will be used to Proposal 02014 24 ThirdWave 11400 W. Olympic Blvd, Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -25 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 articulate a compelling business case for the approval, adoption and funding of the ITSP. Deliverable 3.2.1: Draft Cost - Benefit Analysis CSA T 3.2.1 City Revlew B Comment This task will entail the City reviewing the draft deliverable and providing comments / suggested revisions. Unless otherwise agreed, the review and comments will be provided within the turn - around time specified in the final Project Schedule. Deliverable 3.2.1: City Comments Task 3.2.2 Cost - Benefit Analysis This task will entail incorporating the City's comments to produce the final cost / benefit analysis. Deliverable 3.2.2: Cost - Benefit Analysis Task 3.3 IT Strategic Plan Implementation Roadmap Task 3.3.1 Draft ITSP Implementation Roadmap This task will entail providing the IT Strategic Roadmap to implement strategic IT initiatives. This task will entail producing a 5 Year Roadmap of phased and prioritized initiatives, including the acquisition / implementation of strategic business technologies. This task will articulate "when" initiatives will be deployed in the IT Strategic Roadmap, illustrating the overall framework for procuring and deploying strategic business technologies that are technically sound, financially viable, sustainable, and will be implemented and managed to provide more effective and efficient support of the City's business functions. This task will produce a 3 to 5 year IT Strategic Plan addressing the following: • Vision • Guiding Principles • Core Values • Prioritized ITSP Initiatives : 5 Year Plan • ITSP Implementation Timeline • ITSP Budget Estimate • IT Business Operating Plan This document will be provided to the City for review and comments. Proposal © 2014 25 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312.9513 F 25G -26 ,. Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 Assumptions: 1. ThirdWave will work with the City to identify system quantity assumptions. 2. Suggested Retail Pricing will be used for all costs, unless systems costs relate to existing systems where the City has existing contracts with vendors, in which case existing pricing structures will be used. 5. This task will produce high level budget estimates, not price quotes. Deliverable 3.3.1: Draft ITSP Implementation Roadmap CSA T 3.3.1 City Review & Comment This task will entail appropriate City staff reviewing the draft deliverable and providing comments / suggested revisions. Comments, revisions and corrections to the document will be reconciled and consolidated by the City with comments transmitted to the ThirdWave Project Manager. Deliverable 3.3.1: City Comments Task 3.3.2 Final ITSP Implementation Roadmap This task will entail incorporating the City's comments to produce the final ITSP Implementation Plan deliverable. . Deliverable 3.3.2: ITSP Implementation Roadmap Task 3.4 ITSP Roadmap Executive Presentation Task 3.4.1 Produce Executive ITSP Roadmap Presentation This task will entail producing an executive level PowerPoint presentation of the findings and recommendations of the IT Strategic Roadmap. The presentation will be provided to the City's Project Manager / Steering Committee for review and comments. Suggested revisions will be incorporated to produce a final presentation. Deliverable 3.4.1: Executive Level ITSP Roadmap PowerPoint Task 3.4.2 Provide Executive ITSP Roadmap Briefing This task will entail providing up to two presentations to City executives and /or Council Subcommittee. Deliverable 3.4.2: Executive Level ITSP Roadmap Briefing Proposal © 2014 26 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914,0186V 310.312.9513 F 25G -27 EXHIBIT ma 25G -28 Information Technology Assessment City of Santa Ana 4.2 Detailed Payment Schedule October 30, 2014 BAFO V2 The following provides a cost proposal including a detailed breakdown of project costs, deliverable and payment schedule. Figure 4.2.1: Payment Schedule iPhase Desedolon & Deliverables Subtask Task Phase PHASE 0 PROJECT MANAGEMENT 13,280 Task 0.1 Project Kick -off Meeting ............. ............................... ..........................4,220 Deliverable 0.1: Project Kick -Off Meeting Task 0.2 Ongoing Project Coordination ... ............................... ..........................5,580 Deliverable 0.2: Weekly Progress Meetings Task0.3 Monthly Status Reports .............. ............................... ..........................3,480 Deliverable 0.3: Monthly Status Reports PHASE 1 DISCOVERY 17,947 Task 1.1 Review Current Technology Documentation ........... ..........................2,469 Deliverable 1.1: Review Existing IT Documentation Task 1.2 Prepare IT Systems Inventory ... ............................... ..........................1,362 Deliverable 1.2: IT Systems Discovery Task 1.3 City IT Staff Skills Assessment .. ............................... ..........................7,697 Task 1.3.1 Provide Online IT Skills Survey ........................ ..........................3,100 Deliverable 1.3.1: Online IT Skills Inventory Survey Task 1.3.2 Compile IT Skills Survey Data ..................... ............................... 4,597 Deliverable 1.3.2: IT Staff Skills Survey Findings Task 1.4 City Staff Online Survey ....................................... ............................... 6,420 Task 1.4.1 Develop Online City Staff Survey ................ ............................... 2,589 Deliverable 1.4.1: Online End User Survey Task 1.4.2 Compile Online City Staff Survey Data ........ ............................... 3,832 Deliverable 1.4.2: Online Staff Survey Findings PHASE 2 REQUIREMENTS GATHERING 56,503 Task2.1 Management Requirements ............................... ............................... 5,391 Task 2. 1.1 Hold Management Interviews ...................... ............................... 1,745 Deliverable 2.1.1: Sixteen (16) Management Interviews Task 2.1.2 Incorporate Management Comments .......... ............................... 3,646 Deliverable 2.12 Management Requirements Summary Proposal 02014 39 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186V 310.312.9513 F 25G -29 Information Technology Assessment City of Santa Ana October 30, 2014 BAFO V2 Task 2.2 Business Requirements Definition ................... ............................... Task 2.2.1 Rapid Workflow® Workshops .................... ............................... 20,424 Deliverable 2.2.1: (27) Business Reqs Workshops Final IT Strategic Roadmap ........................ ............................... Task 2.2.2 Document Business Process Maps / Requirements ................ 16,020 Deliverable 2.2.2: Draft Business Process Maps Cost - Benefit Analysis ....................................... ............................... Task 2.2.3 Finalize Business Process Requirements ... ............................... 3,663 11,065 Deliverable 2.2.3: Business Process Requirements Deliverable 3.2.1: Online Customer Service Survey Task 2.3 IT Service & Operations Assessment ................ ............................... Cost - Benefit Analysis ................................ ............................... Task 2.3.1 Hold IT Focus Groups ................................. ............................... 6,408 Deliverable 2.3.1: IT Staff Technology Sessions IT Strategic Plan Implementation Roadmap ........................19,819 Task 2.3.2 IT Focus Groups Findings .......................... ................................ 4,597 14,371 Deliverable 2.3.2: IT Focus Group Findings Deliverable 3.3.1: Draft ITSP Implementation Roadmap Task2.4 IT Governance ....................................... ............................... Task 2.4.1 Hold IT Governance Workshop ............... ............................... Deliverable 2.2.1: Governance Workshops / Draft IT Governance Framework Task 2.4.2 Technology Governance Framework ...... ............................... Deliverable 2.2.2: IT Governance Framework Task 3 IT Strategic Plan Roadmap Task 3.1 IT Strategic Roadmap ...... Task 3. 1.1 Draft IT Strategic Roadmap ............................. .........................19,068 Deliverable 3.1.1: Draft IT Strategic Roadmap Task 3.1.2 Final IT Strategic Roadmap ........................ ............................... 5,448 Deliverable 3.1.2: IT Strategic Roadmap Task3.2 Cost - Benefit Analysis ....................................... ............................... Task 3.2.1 Draft Cost - Benefit Analysis ..................... ............................... 11,065 Deliverable 3.2.1: Online Customer Service Survey Task 3.2.2 Cost - Benefit Analysis ................................ ............................... 4,850 Deliverable 3.2.2: Cost - Benefit Analysis Task 3.3 IT Strategic Plan Implementation Roadmap ........................19,819 Task 3.3.1 Draft ITSP Implementation Roadmap ....... ............................... 14,371 Deliverable 3.3.1: Draft ITSP Implementation Roadmap Task 33.2 Final ITSP Implementation Roadmap ......... ............................... 5,448 Deliverable 3.3.2: ITSP Implementation Roadmap 40,107 11,005 24,516 15,915 Task 3.4 ITSP Roadmap Executive Presentation ................. ............................ 7,850 Task 3.4.1 Produce Executive ITSP Roadmap Presentation ....................... 4,646 Deliverable 3.4.1: Executive Level ITSP Roadmap PowerPoint Task 3.4.2 Provide Executive ITSP Roadmap Briefing . ............................... 3,204 Deliverable 3.4.2: Executive Level ITSP Roadmap Briefing TOTAL COST 68,100 $ 155,829 Proposal 02014 40 ThirdWave 11400 W. Olympic Blvd. Suite 200 Los Angeles CA 90064 310.914.0186 V 310.312 9513 F 25G -30 EXHIBIT C ADDITIONAL INSURED ENDORSEMENT Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy # relating to the following: 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702; its officers, employees, agents and volunteers are named as additional insureds ( "additional insureds ") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insureds, this insurance shall not be canceled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702. (Completion of the following, including countersignature, is required to make this endorsement effective.) Effective , this endorsement form as a part of Policy # Issued to Named Insured Countersigned by Authorized Representative 25G -31 25G -32