HomeMy WebLinkAboutR-1990-D5755 Matrix Management Group Resolution No.
A Resolution authorizing execution of a contract with The Matrix
Management Group for professional consulting services.
Whereas, the City desires to engage professional consulting services to
update the City of Yakima Information Needs Assessment and Data
Processing Strategic Plan prepared in 1984; and
Whereas, The Matrix Management Group prepared the original City of
Yakima Information Needs Assessment and Data Processing Strategic Plan in
1984; and
Whereas, The Matrix Management Group has submitted a proposal deemed
acceptable to the City for the update of the City of Yakima Information Needs
Assessments and Data Processing Strategic Plan; and
Whereas, the terms and provisions of The Matrix Management Group
proposal have been incorporated in the the attached agreement document;
and the City Council deems it in the best interest of the City that the attached
agreement document be executed by the City to engage professional
consulting services, now, therefore.
Be it resolved by the City Council of the City of Yakima:
The City Manager and the City Clerk of the City of Yakima are hereby
authorized and directed to execute an agreement with The Matrix
Management Group for the purpose mentioned above, a copy of which is
attached hereto and by reference made a part hereof.
Adopted by the City Council this 5- day of u e - 1990.
�,a f"
Mayor
Attest:
City Clerk
AUTHORIZATION FOR PROFESSIONAL SERVICES
TO BE PROVIDED BY: DATE: MAY 29,1990
THE MATRIX MANAGEMENT GROUP
466 COLMAN BUILDING, 811 FIRST AVENUE
SEATTLE, WASHINGTON 98104
PROJECT: An Information Systems Needs Assessment Strategic Plan Update
CLIENT: City of Yakima
ADDRESS: 129 North 2nd Street
Yakima, Washington 98901
The CLIENT, hereinafter called the City, hereby requests and authorizes the
Matrix Management Group, hereinafter called Matrix, to perform the
following services:
SCOPE
All services and products covered by this contract are defined in
Exhibit A attached to this contract. Exhibit A defines all services,
products and schedules for the Information Systems Strategic
Plan Update, hereinafter called the Project.
COMPENSATION:
The City will pay for actual hours spent and actual direct
expenses incurred by Matrix in its performance of this Contract,
not to exceed a maximum amount of $35,000.
The services to be performed and products to be developed by
Matrix are to be accomplished as a series of "tasks" as described
in Exhibit A. On the completion of each task, and its acceptance
by the City, Matrix will send a billing to the City for hours of
work performed and direct expenses incurred in completing that
task and for any work performed and /or any expenses incurred
in completing any previous task and for which no billing was
rendered; provided, in any event, the total amount billing for all
tasks completed at any time during the performance of this
Contract shall not exceed the total amount authorized for those
completed tasks. In no event shall the City be obligated to pay
more than $35,000 for the performance of this contract.
DP MMG1
Proof of completion of a task will be based upon acceptance by
the City of the written product of each task as defined in Exhibit
A.
Services covered by this authorization including expenses shall be performed
with the attached provisions. No hardware or software or technical
specifications will be provided under this contract.
Approved by the City of Yakima Accepted by Matrix Management
Grou •
By /l' Air By 1 I 1
O
Title Ass/ s+art C;f V n cu r Title President
Attest:_6.e�
City Clerk
CITY CO? TRAIT Pty; 222,,`1:
,S't 6
DP MMG2
•
GENERAL PROVISIONS
1. AUTHORIZATION TO PROCEED
Signing this form shall be construed as authorization by the City for
Matrix to proceed with the work.
2. The hourly rates to be charged for work performed under this contract
are as follows:
Principal $140.00
Project Manager $ 90.00
Systems Analyst $100.00
Associate $ 65.00
Analyst $ 50.00
3. DIRECT EXPENSES
Matrix's Direct Expenses shall be those costs incurred on or directly for
the City's Project, including but not limited to necessary transportation
costs including mileage at the Matrix current rate when its automobiles
are used, meals and lodging, laboratory tests and analyses, computer
services, telephone, printing and binding charges.
4. WORD PROCESSING SERVICES
The City shall provide word processing services at no cost to Matrix for
documents associated with this project. Such services shall consist of
memos, letters and corrections to larger documents, provided that
these documents are supplied to the City on compatible magnetic disk.
The power to decide whether any word processing services requested by
Matrix are acceptable under this paragraph lies solely with the City.
Priorities for these word processing services shall be set according to
standard City procedures.
5. PRINTING SERVICES
The City shall provide printing services at no cost to Matrix for
documents associated with this project. Such services shall consist of
the printing of documents for distribution to the City. These
documents must be presented to the City Print Shop fully prepared in a
format compatible with the City's printing equipment. Priorities for
these printing services shall be set according to standard City
procedures.
DP MMG3
6. PROFESSIONAL STANDARDS
Matrix shall be responsible, to the level of competency presently
maintained by other practicing professional management consultants
in the same type of work in the State of Washington, for the
professional and technical soundness, accuracy, and adequacy of all
analyses, recommendations and reports, and other work and materials
furnished under this Contract. Matrix makes no other warranty,
express or implied.
7. TERMINATION
The City may terminate this Contract at any time by giving written
notice to Matrix. In such event, the City shall forthwith pay Matrix in
full for all work previously authorized and performed prior to the
effective date of termination. Matrix may terminate this contract only
in the event of its breach by the City. Matrix shall give written notice to
the City of any claimed breach, specifying the grounds for claiming the
breach. On receipt of such notice, City shall have 15 calendar days to
cure the claimed breach, and in the event City does so, this Contract
shall not terminate.
8. LEGAL EXPENSES
In the event legal action is brought by either party against the other for
breach of this contract or to enforce any of its obligations, the losing
party shall pay the prevailing party such reasonable amounts for
attorney fees, costs and expenses as the court may direct.
9. PAYMENT TO MATRIX
Invoices will be issued by Matrix for work performed; provided,
billings may be rendered on the completion of each, or any, task. These
invoices shall specify the number of hours worked on each task and
hourly rates billed by individual, according to position, as specified in
Paragraph 2 of these General Provisions. Direct expenses shall be
itemize separately on these invoices. Invoices shall not be issued for a
task until it has been completed. Invoices are due and payable within
10 days of receipt by the City.
10. COST ESTIMATES
One of the products to result from the performance of this Contract is a
schedule and cost estimates for implementation of the resulting
Information Systems Strategic Plan. Any cost estimates provided by
Matrix will be based on the experience and best judgment of Matrix, but
DP MMG4
•
since Matrix has no control over market conditions or bidding
procedures, Matrix does not warrant that bids or ultimate purchase
costs will not vary from the cost estimates provided by Matrix.
In the event any one or more of the provisions of this Agreement shall be
held illegal, the enforceability of the remaining provisions shall not be
impaired thereby.
DP MMG5
EXHIBIT A
WORKPLAN
City of Yakima
Information Systems Strategic Plan Update
Task I Evaluate initial strategic plan, degree of implementation, and determine level
of customer satisfaction.
Approach:
A. Identify, collect and review appropriate hard -copy documentation.
B . Summarize strategic plan recommendations.
C. Meet with Information Systems staff and key users in review initial Planning
Process, recommendations and implementation progress.
D. Review systems - accomplish through actual demonstration of key systems by IS
staff and key users.
E. Develop questionnaire /survey form to assess original strategic planning process,
general performance of IS, current use of IS systems, appropriateness of systems
and quality of specific support, assistance and programming provided by IS.
F. Distribute to managers, key staff and users in each department.
G. Review questionnaires and summarize results.
H. Prepare assessment of strategic planning process, plan implementation, and
strengths and weaknesses of Information Systems.
Deliverables:
Evaluation report addressing strategic plan implementation and degree of customers
satisfaction with information services.
Completion Date: August 31, 1990
Budget Estimate: $4,000.00
Task II Develop goals and objectives which are tied to the City's strategic plan;
identify critical success factors.
Approach:
A. Review City of Yakima strategic planning process and results.
B . Discuss plan with Assistant City Manager and identify "critical success
factors ", (those things which are most critical to achieving the City's
strategic plan, e.g., developing a capital improvement program or
containing the cost of police and fire services).
DP MMG6
C. Meet with department heads individually to identify "critical success
factors" for their departments.
D. Identify with Management Team preliminary information and
functional system requirements associated with each of these "critical
success factors."
E. Meet with IS Staff to conduct environmental /situational analysis;
identify external threats and opportunities as well as internal
strengths and weaknesses.
F. Develop draft Information Systems goals and objectives based upon:
• Current plan implementation
• Customer satisfaction survey
• The City's strategic plan
• Identified "critical success factors"
• IS staff environmental /situational analysis
Deliverables:
Draft goals and objectives and critical success factors.
Completion Date: September 15,1990
Budget Estimate: $4,000.00
Task III Assess management information needs and current information systems
strategy: evaluate proposed databases.
Approach:
A. Develop information needs assessment tool.
B . Distribute survey to departmental management, key staff and principal
information users and processors (where appropriate, in conjunction
with customer survey proposed in Task I, above).
C. Review survey results and compile departmental data requirements.
D. Meet with departmental groups who completed questionnaires in group
working sessions to review results, clarify and expand upon results.
E. Prepare analysis matrices for:
• critical success factors to goals and objectives
• system functions to critical success factors
• data to system functions
• data to critical success factors.
F. Conduct a half -day workshop with department heads to review
"critical success factors" and associated data and functional system
requirements. Gain congruence in perception and achieve consensus after
introducing "real world" constraints.
DP MMG7
G. Evaluate ability of current strategic approach to meet the City's
existing and future information needs.
H. Evaluate current database management systems (DBMS) including the
proposed geographical data management system and economic
database.
I. Determine DMBS ability to meet current and future information needs.
Also consider modifications to these approaches as well as the
appropriateness of other DBMS systems for human resource
management, financial management, work management, etc.
J. Prioritize final list of information needs /data requirements based on
support of the City's goals and objectives, critical success factors, and
real world constraints. Identify classes and standards for:
- corporate or city -wide data,
- departmental data, and
- individual data.
Deliverables:
Description of information needs and evaluation of current IS strategy and
proposed database.
Completion Date: September 30, 1990
Budget Estimate: $4,000.00
Task IV Develop key strategies for meeting goals and objectives and prioritize.
Approach:
A. Review current IS strategy and its ability to satisfy current and future
MIS needs with Department Heads.
B. Analyze existing information developed in Tasks I -III.
C. Develop draft strategies.
D. Evaluate opportunities for participating in or providing regional data
processing systems.
E. Review with management team.
F. Modify as required and prepare draft IS strategies for 1991 through
1995.
DP MMG8
Deliverables:
Information system strategies for the '90's.
Completion Date: October 31,1990
Budget Estimate: $3,200.00
Task V Develop technology strategy including need for CPU upgrades, communication
linkages and individual work stations.
Approach:
A. Present findings of Tasks I -IV to IS staff and other selected users in a
working group session to identify alternative technology strategies
applicable to the Yakima environment.
B . Evaluate alternative technology strategies utilizing criteria
developed by the Technical Advisory Group. Address:
• system architecture
• Communications (LAN /WAN)
• Use of micros, file servers, and other peripherals
C. Present findings to the management team.
D. Develop recommendations and prepare draft document for review by
both the Technical Advisory Committee and the management team.
Deliverables:
Technology strategies for the '90's.
Completion Date: November 30,1990
Budget Estimate: $2,400.00
Task VI Assess the need for and benefit of further office automation strategies, to
include the use of executive terminals and the interfacing of MacIntosh work
stations with the prime CPU configuration.
Approach:
A. Conduct interviews with department heads and key staff to assess the
need for and potential use of office automation features and executive
terminals (performed in conjunction with interviews proposed in Tasks I
and III).
B . Formulate preliminary conclusion, assess feasibility and determine
approximate costs for potential office automation strategies.
C. Determine the best method and identify costs associated with
connecting Maclntoshes or other microcomputers with the prime
CPU(s).
DP MMG9
D. Prepare preliminary recommendations; review with management team
and Technical Advisory Committee.
E. Finalize recommendations.
Deliverables:
Technical memorandum addressing office automation strategies and
connectivity.
Completion Date: November 30,1990
Budget Estimate: $2,000.00
Task VII Assess the need for new technology which can be used to increase efficiency and
meet strategic goals and objectives, e.g., hand -held reading devices, scanning
technology, laser disks, etc.
Approach:
A. Review information processing functions relying on results from Tasks I,
II and III to identify opportunities for technological improvements.
B . Identify potential uses of new technologies.
C. Review with Technical Advisory Committee and other key staff.
D. Work with staff to prepare preliminary cost - benefit assessment of new
technology applications.
E. Prepare recommendations and present to management team.
Deliverables:
Technical memorandum addressing opportunities for new technology
applications.
Completion Date: November 30,1990
Budget Estimate: $2,000.00
Task VIII Assess the efficiency and effectiveness of current ancillary functions such as
records management, mailroom operations, print shop, and word processing, and
determine feasibility of consolidating and supplementing other information
related functions.
A. Interview staff responsible for providing ancillary functions and
principal users.
B. Analyze existing information developed in Tasks I -III.
DP MMG10
C. Assess organizational structure, current policies and procedures,
approach to planning and work management and the use of available
technology.
D. Report findings to IS staff and develop preliminary recommendations.
E. Review with management team and finalize recommendation.
Deliverables:
Management and operational evaluation report of ancillary functions.
Completion Date: November 30,1990
Budget Estimate: $3,200.00
Task IX Review information systems organization, current staffing levels, relationships
with other departments, and determine future staffing requirements.
Approach
A. Based upon results of above tasks and recommended IS strategy and
technology strategies, review organizational structures, current staff
levels, relationships to other departments and future staffing
requirements (both in terms of numbers and needed skills).
B. Develop recommendations and review with IS staff and Technical
Advisory Committee.
C. Present final recommendations to the management team.
Deliverables:
Information Systems organization and staffing report.
Completion Date: December 15, 1990
Budget Estimate: $4,000.00
Task X Prepare Plan.
Approach:
A. Review and consolidate final draft documents, technical memorandum
and other deliverables from Tasks I -IX.
B . Prepare plan to include:
• Introduction and background:
- success in implementing initial strategic plan
- general customer satisfaction
DP MMG11
environmental and situational realities including
external threats and opportunities, and internal
strengths and weaknesses.
• IS goals and objectives
• Management information needs, DBMS structures, and
information systems strategy including office automation
strategies.
• Technology strategy:
system architecture
communication linkages
database systems and policies
procedures and standards for managing technology
desirability of acquiring new technologies to realize
city -wide operating efficiencies.
C. Prepare 5 -year implementation schedule and budget.
D. Draft Appendices including 1) an assessment of the efficiency and
effectiveness of the records management function, mailroom operations,
printshop and word processing services, and 2) a review and
recommendations for Information Systems organizational structure and
current and future staffing requirements.
E. Review with management team.
F. Present to Council.
Deliverables:
Information Systems strategic plan for the '90's.
Completion Date: January 15,1990
Budget Estimate: $6,200.00
DP MMG12