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HomeMy WebLinkAbout1031 - Amending Swartz Consulting BILL NO. 2010-055 ORDINANCE NO. ��.3 AN ORDINANCE AMENDING THE CONSULTING AGREEMENT WITH SWARTZ CONSULTING, LLC TO PROVIDE PROJECT MANAGEMENT SERVICES RELATED TO INSTALLATION OF A TELEPHONE COMMUNICATIONS SYSTEM WHEREAS, pursuant to Ordinance 2009-157 the City of Riverside, Missouri ("City") entered into an agreement with Swartz Consulting, LLC ("Swartz") for provision of consulting services related to a needs assessment and bidding requirements for the purchase and installation of a new telecommunications system for all city facilities; and WHEREAS, the original agreement between the parties contemplated management of the installation phase of the project with a price to be determined following selection of the desired telecommunications system by the City; and WHEREAS, the Board of Aldermen find it is in the best interest of the citizens of the City of Riverside to provide for such additional Services as set forth in Exhibit A attached hereto; NOW THEREFORE, BE IT ORDAINED BY THE BOARD OF ALDERMEN OF THE CITY OF RIVERSIDE, MISSOURI, AS FOLLOWS: SECTION 1— AMENDMENT APPROVED. An amendment to the original Consulting Agreement between the City and Swartz Consulting, LLC (approved on November 17, 2009 by �rdinance 2009-157) in the additional amount of $14,650 in substantially the form set forth in Exhibit A attached hereto, is hereby approved, ratified and authorized. � SECTION 2— AUTHORITY GRANTED. The Mayor, the City Administrator, the City Attorney and other appropriate City officials are hereby authorized to take any and all actions as may be deemed necessary or convenient to carry out and comply with the intent of this Ordinance and to execute and deliver for and on behalf of the City all certificates, instruments, agreements and other documents, as may be necessary or convenient to perform all matters herein authorized. SECTION 3— EFFECTIVE DATE. This Ordinance shall be in full force and effect from and after its passage and approval. BE IT REMEMBERED that the above was read two times by heading only, passed and approved by a majority of the Board of Ald rmen and APPROVED by the Mayor of the City of Riverside, Missouri, this '��'�' day of , 2010. ���t�� � Kathleen L. Rose, Mayor ATTEST: ;� i "� Robin Littrell, Ci y Clerk APPRO D AS TO FORM: a N n Tho pson, City Attorney Project Management: Scope of Work Swartz Consulting, LLC offers a complete project management service which will ensure that your new system is installed so that it meets your needs and expectations, as well as the terms and conditions of your contract with the vendor. Telecommunications system installations can be complex and time consuming, and require time and attention from your staff as well as the vendor. Our staff has managed the installation of hundreds of systems, and knows what is needed to get a system installed correctly and on time. During this phase, we will ensure that the selected vendor installs the systems and services as contracted for and specified in the RFP. In our experience, we have found that once the sale is made, the people who were involved in that process are replaced by the installation crew who knows nothing about the negotiations or special agreements that were part of the initial process. This often causes issues with the installation, which we will work to prevent. Our services include all aspects of the installation, such as the equipment itself, plus phone lines and long distance services, equipment room and power issuers, user training, help desk support, and problem resolution. We will ensure that the installation is done properly, and on time. Our role is one of oversight and management, rather than one of actually doing all of the work associated with such a complex project. The City staff will still have a large amount of work to do in support of the project, especially in terms of interfacing with the users and approving the database and floor plans. Our process includes the steps listed below. • Creation of a time line for the project, listing all of the steps necessary, and assigning responsibility and completion dates for each step. • Hold project kick off meeting with the client and vendor to determine milestone dates for project(s), review the installation plan and time line, communicate responsibilities and expectations. • Ongoing status meetings to verify the progress of the installation, and handle delays and unexpected issues as they arise. • Utilize milestone chart, modified as necessary, to track projects. • Provide the City with regular project status reports and meeting notes for system installation. • Providing advice and support for system software design and attending database meetings ', • Participate in meetings to determine key configuration parameters (phone templates, trunking and routing configurations, etc.). • Coordination with local, long distance, data, and other vendors as needed to ensure a coordinated installation of all necessary services • Order tracking and coordination. • Work with the City and the selected vendor to structure the user training classes in a way that ensures that the proper information is conveyed accurately and effectively, and that handouts and training reflect the particular needs of each client. This will include a preview of the training class plus attendance at a sampling of the actual classes to ensure that the training is being presented as agreed upon. • Make periodic site inspections to ensure progress of the project and performance quality, and to ensure that the City is indeed getting the products and services they require. • On -site cutover support, as well as the following workday(s}, as needed, to oversee quality of the installation, and to ensure that the system is installed properly and that adequate testing has been performed. • Supervision of the vendor help desk, to monitor problems experienced by users and to ensure that no system defects are overlooked. • Supervision and monitoring of the completion of post cutover punch list items. • Verification that system acceptance criteria have been met. • Verification of first bill from vendor Deliverables The documentation provided during this phase varies according to the individual needs of the project, but often includes: • Project PlanlTimeline • Meeting Notes • Status reports • Copies of all orders placed with various vendors City Responsibilties We would need the assistance of the City's staff for the following activities: 1. Identify participants and scheduling database review meetings. 2. Providing existing cable diagrams and configuration records for the existing system. 3. Provide access to equipment closets and data center. 4. Approve database and floor plan information. 5. Attend sample training class and provide feedback and/or approvals. 6. Attend status meetings. Consulting Fees: $14,650 , CITY OF RIVERSI..� �...--' Upstream from ordinory. 2950 NW Vivion Road Riverside, Missouri 6415D AGENDA DATE: 2010-09-02 TO: Mayor and Board of Aldermen FROM: Meredith Hauck, Director of Community Relations Captain Chris Skinrood, Department of Public Safety RE: Telecommunications System Consultant—Additional Scope of Work BACKGROUND: This spring, the City was notified by representatives of the City's phone service provider Allegiant Networks that the supplier of phone system equipment used by the City (Telrad) has gone out of business. Allegiant believes they have enough equipment to keep the City's system operational through Spring 2010. As a result, City staff formed a Telephone Technology Committee with representatives from each major department to determine what this change means for the City's phone system and to research alternatives and newer technology for the phone system. After initial evaluations of the City's telephone system and conversations with other communities, the committee recommended that a consultant with in-depth knowledge of such systems and emerging technology be hired to assist the City with this process. Swartz Consulting was hired and conducted a Telephone System Needs Assessment for the City and from that, developed the RFP for telecommunications equipment. AGREEMENT DETAILS: The Board of Aldermen approved a contract with Swartz Consulting for a total project cost of $8,700. The scope of work was split into three sections: Needs Analysis Report ($1,500), Request for Proposal Development ($3,200) and Proposal Evaluation/Vendor Selection Report ($4,000). The agreement also stated that Swartz Consulting will also be utilized during the installation phase of this project and will provide a defined scope of work based on the installation complexity and selected applications at that time. That additional scope of work has been presented and is before you tonight for approval. BUDGETARY IMPACT: The amount for Swartz Consulting to provide installation oversight for the telecommunications equipment is $14,650.