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Nexlevel Information Technology, Inc. A2015-191 AGREEMENT NO. A2015- i9i FOR CONSULTING SERVICES BETWEEN THE CITY OF CHINO HILLS AND NEXLEVEL INFORMATION TECHNOLOGY, INC. THIS AGREEMENT, made and entered into this 8th day of September, 2015, between the CITY OF CHINO HILLS, a municipal corporation, hereinafter referred to as "City" and NEXLEVEL INFORMATION TECHNOLOGY, INC. hereinafter referred to as "Consultant". In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. SCOPE OF SERVICES. Consultant agrees to perform the services set forth in Exhibit A "SCOPE OF SERVICES" attached hereto and made a part hereof. Consultant shall submit its work to the City for its review after completing each phase of the project as described in Exhibit A, or when otherwise requested by the City. Consultant shall, at its own cost, make any revisions of its own work as required by the City and re-do, at its own cost, any work which the City finds unsatisfactory due to Consultant's or subcontractor's errors or omissions. Consultant represents and warrants that it has the qualifications, experience and facilities to properly perform said services in a thorough, competent and professional manner and shall, at all times during the term of this Agreement, have in full force and effect, all licenses required of it by law. Consultants shall begin its services under this Agreement on September 9, 2015. 2. STATUS OF CONSULTANT. Consultant is and shall at all times remain as to the City a wholly independent contractor. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be -1- i under Consultant's exclusive direction and control. Neither City nor any of its officers, employees or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees or agents are in any manner officers, employees or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation or liability whatever against City, or bind City in any manner. Consultant shall not disseminate any information or reports gathered or created pursuant to this Agreement without the prior written approval of City except information or reports required by government agencies to enable Consultant to perform its duties under this Agreement. 3. CONSULTANTS KNOWLEDGE OF APPLICABLE LAWS. Consultant shall keep itself informed of applicable local, state and federal laws and regulations which may affect those employed by it or in any way affect the performance of its services pursuant to this Agreement. Consultant shall observe and comply with all such laws and regulations affecting its employees. City and its officers and employees, shall not be liable at law or in equity as a result of any failure of Consultant to comply with this section. 4. PERSONNEL. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant's staff assigned to perform the services hereunder and shall obtain the approval of the City Manager of all proposed staff members performing services under this Agreement prior to any such performance. -2- 5. COMPENSATION AND METHOD OF PAYMENT. Compensation to the Consultant shall be as set forth in Exhibit A attached hereto and made a part hereof. Total compensation shall not exceed $ 55,000. Payments shall be made within thirty (30) days after receipt of each invoice as to all undisputed fees. If the City disputes any of consultant's fees it shall give written notice to Consultant within 30 days of receipt of an invoice of any disputed fees set forth on the invoice. 6. ADDITIONAL SERVICES OF CONSULTANT. Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein or listed in Exhibit A, unless such additional services are authorized in advance and in writing by the City Manager. Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by City Manager and Consultant at the time City's written authorization is given to Consultant for the performance of said services. 7. ASSIGNMENT. All services required hereunder shall be performed by Consultant, its employees or personnel under direct contract with Consultant. Consultant shall not assign to any subcontractor the performance of this Agreement, nor any part thereof, nor any monies due hereunder, without the prior written consent of City Manager. 8. FACILITIES AND RECORDS. Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided -3- in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records, shall give City the right to examine and audit said books and records, shall permit City to make transcripts therefrom as necessary, and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. 9. TERMINATION OF AGREEMENT. This Agreement may be renewed annually, but will terminate on September 9, 2016, unless otherwise extended in advance and in writing by the City Manager. This Agreement may be terminated with or without cause by either party upon 30 days written notice. In the event of such termination, Consultant shall be compensated for non-disputed fees under the terms of this Agreement up to the date of termination. 10. COOPERATION BY CITY. All public information, data, reports, records, and maps as are existing and available to City as public records, and which are necessary for carrying out the work as outlined in the Scope of Services, shall be furnished to Consultant in every reasonable way to facilitate, without undue delay, the work to be performed under this Agreement. 11. OWNERSHIP OF DOCUMENTS. Upon satisfactory completion of, or in the event of termination, suspension or abandonment of, this Agreement, all original maps, models, designs, drawings, photographs, studies, surveys, reports, -4- data, notes, computer files, files and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall, become the sole property of City. With respect to computer files, Consultant shall make available to the City, upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring and printing computer files. 12. RELEASE OF INFORMATION/CONFLICTS OF INTEREST, (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization excepting that information which is a public record and subject to disclosure pursuant to the California Public Records Act, Government Code § 6250, et seq. Consultant, its officers, employees, agents or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. If Consultant or any of its officers, employees, consultants or subcontractors does voluntarily provide information in violation of this Agreement, City has the right to reimbursement and indemnity from Consultant for any damages caused by Consultant's conduct, including the City's attorney's fees. -5- Consultant shall promptly notify City should Consultant, its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. (b) Consultant covenants that neither they nor any officer or principal of their firm have any interest in, or shall they acquire any interest, directly or indirectly which will conflict in any manner or degree with the performance of their services hereunder. Consultant further covenants that in the performance of this Agreement, no person having such interest shall be employed by them as an officer, employee, agent, or subcontractor without the express written consent of the City Manager. Consultant further covenants that Consultant has not contracted with nor is performing any services directly or indirectly with any developer(s) and/or property owner(s) and/or firm(s) and/or partnerships owning property in the City or the study area and further covenants and agrees that Consultant and/or its subcontractors shall provide no service or enter into any agreement or agreements with any developer(s) and/or property owner(s) and/or -6- firm(s) and/or partnerships owning property in the City or the study area prior to the completion of the work under this Agreement without the express written consent of the City Manager. 13. DEFAULT, In the event that Consultant is in default of any of the provisions of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. 14, INDEMNIFICATION, (a) Consultant represents it Is skilled in the professional calling necessary to perform the services and duties agreed to hereunder by Consultant, and City relies upon the skills and knowledge of Consultant. Consultant shall perform such services and duties consistent with the standards generally recognized as being employed by professionals performing similar service in the State of California. (b) Consultant is an independent contractor and shall have no authority to bind City nor to create or incur any obligation on behalf of or liability against City, whether by contract or otherwise, unless such authority is expressly conferred under this agreement or is otherwise expressly conferred in writing by City. City, its elected and appointed officials, officers, agents, employees and volunteers (individually and collectively, "Indemnitees") shall have no liability to Consultant or to any other person for, and Consultant shall indemnify, defend, protect and hold harmless the Indemnitees from and against, any and all liabilities, claims, actions, causes of action, proceedings, suits, damages, judgments, liens, • -7- levies, costs and expenses of whatever nature, including reasonable attorneys' fees and disbursements (collectively "Claims"), which the Indemnitees may suffer or incur or to which the Indemnitees may become subject by reason of or arising out of any injury to or death of any person(s), damage to property, loss of use of property, economic loss or otherwise occurring as a result of or allegedly caused by the negligent or wrongful acts or omissions of Consultant, its agents, officers, directors or employees, in performing any of the services under this agreement. If any action or proceeding is brought against the Indemnitees by reason of any of the matters against which Consultant has agreed to indemnify the Indemnitees as above provided, Consultant, upon notice from the CITY, shall defend the Indemnitees at Consultant's expense by counsel acceptable to the City. The Indemnitees need not have first paid any of the matters as to which the Indemnitees are entitled in order to be so indemnified. The insurance required to be maintained by Consultant under paragraph 15 shall ensure Consultant's obligations under this paragraph 14(b), but the limits of such insurance shall not limit the liability of Consultant hereunder. The provisions of this paragraph 14(b) shall survive the expiration or earlier termination of this agreement. The Consultant's indemnification does not extend to Claims occurring as a result of the City's sole negligent or willful acts or omissions. 15. INSURANCE. A. Insurance Reauirements. Consultant shall provide and maintain insurance acceptable to the City Attorney in full force and effect throughout the term of this Agreement, against claims for injuries to persons or -8- damages to property which may arise from or in connection with the performance of the work hereunder by Consultant, its agents, representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII, Consultant shall provide the following scope and limits of insurance: (1) Minimum Scope of Insurance. Coverage shall be at least as broad as: (a) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001). (b) Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the written approval of the City. (c) Workers' Compensation insurance as required by the Labor Code of State of California and Employer's Liability insurance and covering all persons providing services on behalf of the Consultant and all risks to such persons under this Agreement. (d) Errors and omissions liability insurance appropriate to the Consultant's profession. (2) Minimum Limits of Insurance. Consultant shall maintain limits of insurance no less than: (a) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general -9- aggregate limit shall apply separately to the activities related to this Agreement or the general aggregate limit shall be twice the required occurrence limit. (b) Automobile Liability: $1,000,000 per accident for bodily injury and property damage, (c) Workers' Compensation and Employer's Liability: Workers' Compensation as required by the Labor Code of the State of California and Employers Liability limits of$1,000,000 per accident. (d) Errors and Omissions Liability: $1,000,000 per claim. B Other Provisions. Insurance policies required by this Agreement shall contain the following provisions: (1) All Policies. Each insurance policy required by this paragraph 15 shall be endorsed and state the coverage shall not be suspended, voided, canceled by the insurer or either party to this Agreement, reduced in coverage or in limits except after 30 days' prior written notice by Certified mail, return receipt requested, has been given to the City. (2) General Liability and Automobile Liability Coverages. (a) City, its officers, officials, and employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities Consultant performs, products and completed operations of Consultant; premises owned, occupied or used by Consultant, or automobiles owned, leased or hired or borrowed by Consultant. The coverage shall contain no • -10- special limitations on the scope of protection afforded to City, its officers, officials, or employees. (b) Consultant's insurance coverage shall be primary insurance as respect to City, its officers, officials, employees and volunteers. Any insurance or self Insurance maintained by City, its officers, officials, employees or volunteers shall apply in excess of, and not contribute with, Consultant's insurance. (c) Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. (d) Any failure to comply with the reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers. (3) Workers' Compensation and Employer's Liability Coverage, Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against City, its officers, officials, employees and agents for losses arising from work performed by Consultant for City. C. Other Requirements. Consultant agrees to deposit with City, at or before the effective date of this contract, certificates of insurance necessary to satisfy City that the insurance provisions of this contract have been complied with. The City Attorney may require that Consultant furnish City with copies of original endorsements effecting coverage required by this Section. The -11- certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies, at any time. (1) Consultant shall furnish certificates and endorsements from each subcontractor identical to those Consultant provides. (2) Any deductibles or self-insured retentions must be declared to and approved by City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-Insured retentions as respects the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related Investigations, claim administration, defense expenses and claims. (3) The procuring of such required policy or policies of insurance shall not be construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions and requirements of this Agreement. 16, NONDISCRIMINATION/NONPREFERENTIAL TREATMENT STATEMENT. In performing this Agreement, the Parties shall not discriminate or grant preferential treatment on the basis of race, sex, color, age, religion, sexual orientation, disability, ethnicity, or national origin, and shall comply, to the fullest extent allowed by law, with all applicable local, state and federal laws relating to nondiscrimination. 17, UNAUTHORIZED ALIENS. Consultant hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act (8 U.S,C.A. & 1101, et seq.), as amended; and in connection therewith, shall not -12- employ unauthorized aliens as defined therein. Should Consultant so employ such unauthorized aliens for the performance of work and/or services covered by this contract, and should the Federal Government impose sanctions against the City for such use of unauthorized aliens, Consultant hereby agrees to, and shall, reimburse City for the cost of all such sanctions imposed, together with any and all costs, including attorneys'fees, incurred by the City in connection therewith. 18, ENTIRE AGREEMENT. This Agreement is the complete, final, entire and exclusive expression of the Agreement between the parties hereto and supersedes any and all other agreements, either oral or in writing, between the parties with respect to the subject matter herein. Each party to this Agreement acknowledges that no representations by any party which are not embodied herein and that no other agreement, statement, or promise not contained in this Agreement shall be valid and binding. 19. GOVERNING LAW. The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Agreement and also govern the Interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the ' San Bernardino County Superior Court. 20. ASSIGNMENT OR SUBSTITUTION. City has an interest in the qualifications of and capability of the persons and entities who will fulfill the duties and obligations imposed upon Consultant by this Agreement. In recognition of that interest, neither any complete nor partial assignment of this Agreement may be made by Consultant nor changed, substituted for, deleted, or added to without the -13- prior written consent of City. Any attempted assignment or substitution shall be ineffective, null, and void, and constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including summary termination of this Agreement. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 21. MODIFICATION OF AGREEMENT. The terms of this Agreement can only be modified in writing approved by the City Council and the Consultant. The parties agree that this requirement for written modifications cannot be waived and any attempted waiver shall be void. 22. AUTHORITY TO EXECUTE. The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she/they has/have the authority to execute this Agreement on behalf of his/her/their corporation and warrants and represents that he/she/they has/have the authority to bind Consultant to the performance of its obligations hereunder. 23. NOTICES. Notices shall be given pursuant to this Agreement by personal service on the party to be notified, or by written notice upon such party deposited in the custody of the United States Postal Service addressed as follows: City. Attention: City Clerk City of Chino Hills 14000 City Center Drive Chino Hills, California 91709 -14- Consultant. Attention: Terry Hackelman NexLevel Information Technology, Inc. 6829 Fair Oaks Blvd., Suite 100 Carmichael, CA 95608 The notices shall be deemed to have been given as of the date of personal service, or three (3) days after the date of deposit of the same in the custody of the United States Postal Service. 24. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibit; this Agreement supersedes any conflicting provisions. 25. SEVERABILITY. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of the other provisions of this Agreement. -15- I IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. NEXLEVEL INFORMATION CITY OF CHINO HILLS TECHNOLOGY, INC. J ci lBV atki / By LV L Cynthi oran, May r / Title G're (rv'n f, if C F Q ATTEST: - -4, ,-,,.-- Aelter awn Cheryl Balz City Clerk Title `, rr(i-<<, / C-fu APPROVED AS TO FORM: c 7 Mark D Hensley ' ✓ City Attorney -16- EXHIBIT A Proposal to Chino Hills,CA ERP Software Consulting Services Proposal Cover Letter August 28,2015 Ms.Judy Lancaster,Finance Director City of Chino Hills 14000 City Center Drive Chino Hills,CA 91709,United States RE: Enterprise Resource Planning Software Consulting Services-Amended Dear Ms.Lancaster: NexLevel information Technology, inc. (Nexlevel)respectfully submits this proposal to the City of Chino Hills to assess your current needs with regard to an ERP system,and recommend ERP system options. We hope you will find that our company is ideally suited to provide the City with those services. Our Company. Founded In 1999, NexLevel is a California-based management consulting firm that helps public sector clients plan, procure, implement, and manage complex technology solutions. After over 16 years in business,our core services continue to be planning and project management. Our Experience. NexLevel's track record Includes supporting over 80 California agencies. We have provided integrated financial information systems consulting services to many similar sized California entities. As an example, Nexlevel is currently providing ERP system(includes finance, payroll,human resources, etc.) requirements analysis, procurement support,or project management services at the following California public agencies: City of Sunnyvale, City of Fremont,City of Walnut Creek, City of Glendale, Moulton Niguel Water District,Camrosa Water District, Lake Arrowhead Community Services District, Cosumnes Community Services District, South Tahoe Public Utility District,San Joaquin Council of Governments,Sonoma County, and San Benito County, Our Team. NexLevel proposes a team with extensive experience in supporting public agency financial system projects. Our team Is well-versed in scoping and procurement activities of this type. I (Terry Hacicelman)will be the engagement manager,serving as an escalation point for the City,as well as available for consultation throughout the project. The Project Manager we are proposing is Mr. David Gougis,Managing Consultant,who has more than 20 years' experience with municipal procurements and implementations. During his service with public agencies, Mr.Gougis participated or led several business application procurements and implementations. He has also done extensive work in the Chino Hills area,including the City of Chino,where he was the project manager for the implementation of Tyler Munis system to support finance, payroll, human resources and utility billing;and the Chino Valley Independent Fire District,where he was the procurement analyst and project manager for the selection and implementation of New World Systems solution, supporting finance, payroll, human resources, and permit/inspections. Linda Lang will serve as a subject matter expert in all facets of the project. She has spent many years in local government IT organizations,serving in both project August 28,2015 Pagel ter— N ).LEEVAL Proposal to Chino Hills,CA ERP Software Consulting Services Proposal management and technology department manager roles,and is well suited to assist with this project. She also brings recent hands-on experience in working with the City of Glendale in their ERP procurement project. NexLevel offers our clients experience and tools designed specifically to meet the unique needs of public agencies. NexLevel constantly reviews and updates the knowledge base included in these project plans and toolkits based on real life experience with our clients. Our clients benefit,in both the short-term and long-term,as we share our methodologies and tools. In working collaboratively with our clients,we are able to leave behind the tools, processes, and methodologies to be used in future projects. Below is an overview of the Needs Assessment and Recommendation phases,including the associated tasks and deliverables for each phase. Phases and Tasks I Deliverables • 11-Conduct Project Sponsor Planning Meeting V Draft and Final Work Plan i -s P(lase 11.2-Develop Work Plan ✓ Kickoff Meeting Presentation Initia e Y 13-Review Work Plan with Stakeholders 1.4-Conduct Kickoff Meeting 21-Request and Review Documentation I Document Request Listing gPhase 2 7 2.2-Conduct System Requirements Workshops ✓ Vendor Listing and Contact Needs 2.3-Identify Options Information Assessment. ' 2.4-Contact/Survey/Visit Agencies(OPTIONAL) V List of Agencies to Contact 2.5-Conduct Findings Workshop ✓ ERP Project Status Report P Request ✓ 3.1-Pre are for information(RFI) Final Request for Information yt • = 32-Review RFI Responses and Select Finalists ✓ POC Meeting Agenda/Scripts t.,-.9.31M-Se 3 3.3-Prepare for Proof-of-Capabilities(POC) ✓ Vendor Communication Document Recommendation 3.4-Develop Vendor Communication ✓ Evaluation Scoring Matrix 35-Facilitate Demonstrations/POC Meetings 3.6-Conduct Recommendations Workshop Figure 1 -Nexlevel Methodology In the following pages,we provide a detailed discussion of each phase. Phase 1 - Initiate The purpose of the Initiate phase is to prepare for, and initiate,the project under a well-defined work plan.This phase Includes confirming our understanding,as well as the understanding of the stakeholders, regarding the scope of work and the process for accomplishing the overall objectives of the project. August 28,2015 Page 2 " _" ""'" NFP(LEVEL Proposal to Chino Hills,CA ERP Software Consulting Services Proposal The following table provides a detailed discussion of what each task will entail. Table 1 •"Initiate"Phase Tasks and Deliverables 4t eot�dact ProJg SPanut Paontn7 Meeting s NexLevel will meet on-site with the City's Project Sponsor and other key staff to complete a detailed review of the scope of work,project timeline,deliverables,project status methods,project participants(i.e.sponsor,subject matter experts,technical resources,etc.),and other Items to ensure a well-planned project. During this meeting, NexLevel will discuss the tools and templates that will be leveraged, 12 Devdiopjtwork,Plan ,m NexLevel will publish a Work Plan that identifies the project approach,methods,tasks,activities,resources, schedule,budget,deliverables,issue and risk management,and major milestones. DELIVERABLE: Draft Work Plan 1.3 Review Work Plat!with Stakeholders NexLevel will facilitate an on-site meeting with the Project Stakeholder(s)and key project staff to review and obtain feedback on the proposed Work Plan. The goal of this meeting will he to obtain consensus on the work plan and a commitment to support the work plan. DELIVERABLE: Final Work Plan 1 conduct KlckoffMeeting + • Since the project will have an enterprise-wide impact,it is important to proactively communicate with all impacted staff to ensure a clear understanding of project goals and objectives,roles and responsibilities, approach,tasks,and timeline, The Kickoff Meeting also provides the opportunity to Introduce the Nexlevel team to City staff and should involve senior level management and project sponsors to provide introduction of this City-wide endeavor, It is important that all City staff that will be involved in the project,regardless of their role,participate in a project kickoff, DELIVERABLE: Kickoff Meeting Presentation Phase 2 — Needs Assessment This phase will allow NexLevel to develop an accurate and clear understanding of the current environment,as this provides the initial baseline from which alternatives will be evaluated to determine the next course of action. In addition,during this phase it Is necessary to identify and prioritize future system features and functions that need to be met. A key success factor to selecting a best fit solution is having a comprehensive understanding of the City's true needs and requirements. The following table provides a detailed discussion of what each task will entail. Table 2-"Requirements"Phase Tasks and Deliverables 2.1 Request and Review.Docurnentatlenn NexLevel understands that City staff have limited time to dedicate to this project. Consequently,we will make all efforts to be as prepared as possible before asking for staff time. To accomplish this,NexLevel will request documentation to familiarize ourselves with the current environment,processes,procedures,policies,transaction levels,organizational responsibilities,reports,technical documentation,etc, It is not Nexlevel's Intent to create work for the staff with this task-if requested documentation doesn't exist,then it should not be created at this time, DELIVERABLE: Documentation Request Listing August 28,2015 Page 3 N .LEV L Proposal to Chino Hills,CA ERP Software Consulting Services Proposal 2,2 conduct S` e!ROIPITPments Wortts ops x x ,- NexLevel will conduct a series of on-site workshops covering all functiona€areas associated with the existing and new system(Le.General Ledger,Accounts Payable,Accounts Receivable,Budget,Payroll,etc)to identify management and staff needs, The workshops will focus on high-level requirements and identify any unique requirements that may not be able to be addressed by traditional COTS solutions. The City recognizes they will be implementing a COTS and may have to adapt their processes to fit the selected system. DELIVERABLE: High-level System Requirements ime s a r t�?u3sIden-t�t"yid�t��5i"' i'.,. � ' " �... _ = -s '^� ,-�rx - , r �� Provide an analysis of ERP software system options including,but not limited to:Increased efficiencies;solutions to Issues Identified in the assessment process;pros and cons;ability or Inability to integrate with current stand- alone software systems;and,as needed,recommendations for new software systems to replace stand-alone software systems. DELIVERABLE: Vendor listing and Contact Information 2 4 Cfn tact[S e sitAgencies(OPTIONAL)- f i Consultant will work in tandem with the City to contact,survey and/or visit selected agencies as part of the evaluation/selection process.NexLevei is experienced at helping clients prepare for site visits and can be available to attend site visits Is desired. DELIVERABLE:List of agencies to survey/contact/visit,with contact Information. 2F5 Conduct Findings rY �s or shop .. r �dg � NexLevel will facilitate a workshop with City staff to review the project status. This ensures that the City stakeholders agree with the results of the work that has been done,and that the plan moving forward is agreed upon by all parties, DELIVERABLE:ERP Project Status Report Phase 3 - Recommendation During this phase, Nexlevel will work with the City to prepare a Request for Information(RFI) which will be sent to potential vendors. This document will provide the basis for identifying a short-list of preferred vendors. Short-listed vendors will be invited to participate in "proof of capabilities" (PDC)meetings,where they will demonstrate the capabilities of their products utilizing scripts developed by NexLevel and City personnel. Once POC meetings have been completed, Nexlevel will guide the City through the process of deciding upon an ERP vendor. For more information about each step of this phase,please see Table 3 below. Table 3-"Recommendation"Phase Tasks and Deliverables -$T prepare Request forinformation(REI) " ��,�' a:' "* r ,�" NexLevel will work with the City to prepare a formal Request for Information(RFD,which will confirm the ability of responding vendors to meet high-level requirements,as well as qualifications such as references and pricing. DELIVERABLE: Final Request for Information 3Q2 Review RFI Responses and Select Flfialists Nexlevel will work with the City to review the responses to the City's Request for Information,determining which vendors will be*short-listed"and brought In to demonstrate their solutions. August 28,2015 Paged -- . - -__. Proposal to Chino Hills,CA ERP Software Consulting Services Proposal 33piepa tarps kofCapahlifte = Conducting proof-of-capabilities(POC)sessions with short listed vendors are a key component of the selection process. This provides the vendors with the opportunity to fully demonstrate their solutions using City provided demonstration scenarios and scripts. As part of this task,NexLevel will develop the POC meeting agenda, scenarios,and scripts for the City's review. In addition,NexLevei can facilitate interaction between the City and the vendors to help ensure the vendor is adequately prepared to complete the POC. The POC provides valuable input and helps clarify risk areas for special consideration. DELIVERABLE: POC Meeting Agenda and Scripts 3 D1ij ,tlan.wr-0,011u a.. NexLevel will develop a vendor communication that outlines the City's needs,objectives,and processes. This communication will also incorporate the POC scripts.Once completed and approved,this document will be sent to the vendors with whom demonstrations are to be scheduled. DELIVERABLE:Vendor Communication Document � � "'' t NexLevel will facilitate the POC sessions to keep vendors on schedule and ensure all POC scripts are completed. At the conclusion of each vendor POC session,NexLevei will facilitate a debrief meeting with the evaluators to capture feedback and update the evaluation scoring matrix accordingly. This information will be used in the final selection report. DELIVERABLE:Evaluation Scoring Matrix i4.16 an gfctaRec qr etldatTotf t afifs. p sT , sf t'2 NexLevel will facilitate a selection workshop with the City's proposal evaluation committee, NexLevei will use a multi-step facilitation process that encourages evaluator participation and helps drive consensus on the vendor(s) that appear to be the best fit for the City. DELIVERABLE:Updated Evaluation Scoring Matrix Proposed Schedule NexLevel is prepared to begin the project within 10 business days of notification of award. NexLevel has developed a proposed timeline based on our experience and knowledge of the City, The timeline assumes key City staff will be available on a timely basis,and that deliverables are reviewed and approved by the City within 7 business days. The diagram below provides the proposed project for the entire project up to the start of implemenation. One of the initial tasks in the proposed scope of work will be to meet with the City to develop and finalize a detailed work plan. The work plan will include a detailed timeline that identifies each task and resource that will participate in the project, August 28,2015 Page 5 NaxL®vaiL Proposal to Chino Hills,CA ERP Software Consulting Services Proposal The below proposed timeline is based on our experience with similar projects. If the City wishes an accelerated schedule, NexLevel is able to accommodate that. Mate' 3 y.411 ` ltaa t on r i Month 1 I 2 3 4 5 6 2 rro °•5) ssessmettt Figure 2-Proposed Timeline Note that the timeline above is based on the information we have available to us at this time. Software vendor availability and City obligations may impact this timeline. Cost NexLevel will complete this project on a time and materials basis. All activities will be approved by the City Project Sponsor prior to being scheduled and performed. Our level of effort estimates below are based on our knowledge of the City,as well as our past experience with similar projects. Nexlevel's all-inclusive (including travel and overhead) hourly consulting bill rate for Phases 1,2, and 3 are provide in the table on the following page. Table 4-Hourly Rates jie5gttice Hourly Rate Terty Hackelman,Engagement Manager $175.00 Linda Lang,SME I $150.00 David Gougis,Project Manager,SME I $150.00 I August 28,2015 Page 6 ---- Proposal to Chino Hills,CA ERP Software Consulting Services Proposal The following table identifies the level of effort and cost by phase and resource. Table 5-Costs by Phase and Resource Hourly Phase E � - Resource n°11,3 Rate-, COSC -.� "' v.�kp '° : �_. Terry Hackelman,Engagement Manager 6 $175.00 $1,050 Phase 1-Initiate Linda Lang,SME 9 $150.00 $1,350 David Gougis,SME 9 $150.00 $1,350 Total Phase 1 I 24 $3,750 1 Terry Hackelman,Engagement Manager 12 $175.00 $2,100 Phase 2-Needs Assessment Linda Lang,SME 60 $150.00 $9,000 David Gougis,SME 56 $150.00 $8,400 Total Phase 2 I 128 $19,500 Terry Hackelman,Engagement Manager 16 $175.00 $2,800 Phase 3-Recommendation I Linda Lang,SME 100 $150.00 $15,000 I David Gougis,SME 88 $150.00 $13,2001 Total Phase 3 I 204 $31,000 I Total Project Cost f I 356 ( $54,250 We look forward to the opportunity to work with the City. Please don't hesitate to call me If you have any questions or require additional explanation. Please note that NexLevel is open to work with the City to refine our proposal scope of work and level of effort to ensure we provide a solution that fits your needs and available budget needs. I can be contacted at 916-692-2000, ext.201 or via email at terry.hackelmanCnlnexlevellt.com. Sincerely, Terry Hackelman,Managing Principal NexLevel Information Technology,Inc. August 28,2015 Page 7 , ---J-