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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