Administrative Services Department - Granicus

Administrative Services Department

SUBJECT: Consideration of a Resolution and Contract Addendum with Prescient Solutions, of Schaumburg, IL for staffing in the annual amount of $547,371.96 for a three-year total budget amount of $1,642,115.88

AGENDA ITEM: 9. b. viii. MEETING DATE: July 19, 2011

VILLAGE BOARD REPORT TO: Village President and Board of Trustees

FROM: Amy L. Ahner, Director of Administrative Services, (847.904.4331) THROUGH: Todd Hileman, Village Manager PURPOSE AND ACTION REQUESTED: Staff requests that the Board approve a Resolution and recommendation to execute a contract addendum with Prescient Solutions (“Prescient”) for the purpose of extending the Agreement for a new three-year term and amending the agreement to reflect new payment terms. BACKGROUND: The Village of Glenview entered into an Information Technology Services Agreement (“Agreement”) with Prescient for a three-year term commencing February 5, 2007 for $1,883,725.00 with an option to extend the Agreement for an additional three-year term. The Agreement was amended in May of 2008 to add a full-time Application Support Engineer to directly support user administration, vendor contact and report creation for the Village New World public safety software application and the Village enterprise software application Municipal Information System (“MUNIS”). This additional resource supported Dispatch during a leadership transition and allowed supported the Prescient team in its efforts to complete a complex Village-wide network restructuring project. The Agreement was amended a second time in November of 2008 to reduce the total number of staffing resources back down to a total of four. The Agreement was amended a third time in August of 2009 after a contract renegotiation for a zero percent annual increase and three-year contract extension. Major enterprise development projects were stabilized by the end of 2010 (Attachment 1 – Prescient Solutions FY 2010 Accomplishments).

Page 1 of 13

DISCUSSION: The vendor’s contract performance has been excellent. Figure 1 graphs the help desk ticket trends showing the peak volume of the 2008 network restructuring and the 2009 and 2010 major enterprise application development projects. The demand for IT support hours have monthly decreased on average by six percent since November 2010 representing a stable, secure environment.

However, the trend in decreased demand must be addressed to appropriately align resources knowing that the 2012 budget projections are projected to fall short of revenues. In light of the progress on enterprise applications, the current stability of the infrastructure, and the decreased internal service demands, Village staff negotiated with Prescient Solutions management to realign and reduce resources in advance of other potential Village expense reduction measures. Proposed Terms The terms negotiated in the proposed Addendum #4 (Attachment 2 – Addendum #4) are: The total contract resources are reduced from four to three with the

Administrator/Helpdesk services distributed among the three remaining resources beginning July 18, 2011;

Establish July 18, 2011 as the contract date and extend a three-year term through July 17, 2014 with a zero percent annual increase;

Provide for an option to extend the Agreement for an additional three-year term inclusive of a mutually agreed upon COLA increase;

The contract can be increased or decreased at the annual or semi-annual review based on a reassessment of resources, changing market conditions or changes in projects.

Staff considers these terms favorable and they result in a 2011 savings of approximately $54,000 and an annual savings of $120,000 in 2012 and 2013 as compared to the current contract rate. The proposed terms also include a cost of living freeze which controls the highest level of potential cost increases and does so for a three-year period.

Page 2 of 13

BUDGET: The proposed annual contract amount will be reduced to $547,371.96 from $667,371.96 for an annual savings of $120,000. For 2011, six months and two weeks will be paid at the higher rate and the remainder of the year will be paid at the reduced rate with an annual total contract spend reduced to approximately $613,100. The savings by fund is listed below.

Funding Source Account Number

2011 Budget Contract

Encumbered

New Amount Requested

Within Budget? (Yes/No)

Corporate 10016243-

521290 $ 600,301.11 $ 600,301.11 $ 551,483.45 Yes

Dispatch 23016243-

521290 $13,347.44 $13,347.44 $12,262.00 Yes

Glen Capital Project

24016243-521290

$18,352.73 $18,352.73 $16,860.25 Yes

Glen Caretaker 24216243-

521290 $3,336.86 $3,336.86 $3,065.20 Yes

Water 51016243-

521290 $18,352.73 $18,352.73 $16,860.25 Yes

North Maine 53016243-

521290 $8,342.15 $8,342.15 $7,663.75 Yes

Sanitary Sewer 54016243-

521290 $3,336.86 $3,336.86 $3,065.50 Yes

Commuter Parking

55016243-521290

$333.69 $333.69 $306.55 Yes

MERF 61016243-

521290 $1,668.43 $1,668.43 $1,532.75 Yes

Total Amount 2011 Request $613,100 Total 3-year Contract Request $1,642,115.88 RECOMMENDATION: Staff recommends that the Board approve a Resolution and recommendation to execute a contract addendum with Prescient Solutions of Schaumburg, IL for staffing in the annual amount of $547,371.96 for a three-year total budget amount of $1,642,115.88. ATTACHMENTS:

1. Prescient Solutions FY 2010 Accomplishments 2. Prescient Solutions Contract Addendum #4 3. Resolution

Page 3 of 13

Attachment 1

Prescient Solutions FY 2010 Accomplishments

Page 4 of 13

7/14/2011

1

Village of Glenview2010 Account Review

Village of Glenview2010 Account Review

How did we get here?How did we get here?

• Village submitted RFP to Prescient Nov. 2006

• Prescient Selected by staff

• Contract approved by Village Board Jan.16, 2007

• Prescient Staff on site Jan. 17, 2007

• Contract Commenced on Feb. 5, 2007

• Application Support position added July 2008.

• Prescient staff reorganized on October 7, 2008. Todd Fatheree joined team as IT Manager.

2

3

Highlights (Apr 2009 – Oct 2010)Highlights (Apr 2009 – Oct 2010)

• 7,054 help desk tickets closed

• 13,093 hours logged

• Contracted for approximately 12,000 hours

400 hours supplied by Prescient staff not on contract

• Expansion of Dispatch to include Grayslake

• Munis upgrade to version 8.0 completed

• New Munis modules implemented

• Expansion of SharePoint / EIC

• 7,054 help desk tickets closed

• 13,093 hours logged

• Contracted for approximately 12,000 hours

400 hours supplied by Prescient staff not on contract

• Expansion of Dispatch to include Grayslake

• Munis upgrade to version 8.0 completed

• New Munis modules implemented

• Expansion of SharePoint / EIC

4

Daily Support FunctionsDaily Support FunctionsMajor Applications

• New World, Munis, SharePoint, ArbitratorInfrastructure

• Monitor overall server health and review server log files• Server maintenance and break/fix issues with server software and hardware• Network infrastructure support and monitoring including routers, switches and firewall• Maintain wireless network• Respond to all Helpdesk requests made thru email, phone or in-person• Install and configure newly purchased PCs/Laptops

General Support• Maintain PC inventory via SharePoint• Coordinate purchasing of technology items (computers, printers, accessories, etc)• Provide support to wireless phones (Blackberry, Nextel, Verizon air card)• Provide general PC support and troubleshooting

Help Desk• Monitor and respond to all technology issues• Document support requests via TrackIt! • 24x7 phone support via on-call phone

Major Applications• New World, Munis, SharePoint, Arbitrator

Infrastructure• Monitor overall server health and review server log files• Server maintenance and break/fix issues with server software and hardware• Network infrastructure support and monitoring including routers, switches and firewall• Maintain wireless network• Respond to all Helpdesk requests made thru email, phone or in-person• Install and configure newly purchased PCs/Laptops

General Support• Maintain PC inventory via SharePoint• Coordinate purchasing of technology items (computers, printers, accessories, etc)• Provide support to wireless phones (Blackberry, Nextel, Verizon air card)• Provide general PC support and troubleshooting

Help Desk• Monitor and respond to all technology issues• Document support requests via TrackIt! • 24x7 phone support via on-call phone

Page 5 of 13

7/14/2011

2

5

Help Desk TicketsHelp Desk Tickets

0

1000

2000

3000

4000

Applications General Infrastructure

66

Project WorkProject Work

77

Completed ProjectsCompleted Projects

• Application Support• MUNIS Major Version Upgrade and New Module Deployment Implemented Financial, HR, and Permits Dashboards

Citizen and Employee Self-Services

Purchase Requisition and Order Module Phase I implemented

• Panasonic Arbitrator 360 Worked with Police to deploy digital video systems to the squad cars

• Major upgrade for New World / CAD System - Mobile Police squads and Fire apparatus software can now be updated

automatically

GIS functionality improved

Applied mapping layer updates using data supplied by GIS

Added new layers not originally implemented

• Deployed Toughbooks to Fire apparatus

• Application Support• MUNIS Major Version Upgrade and New Module Deployment Implemented Financial, HR, and Permits Dashboards

Citizen and Employee Self-Services

Purchase Requisition and Order Module Phase I implemented

• Panasonic Arbitrator 360 Worked with Police to deploy digital video systems to the squad cars

• Major upgrade for New World / CAD System - Mobile Police squads and Fire apparatus software can now be updated

automatically

GIS functionality improved

Applied mapping layer updates using data supplied by GIS

Added new layers not originally implemented

• Deployed Toughbooks to Fire apparatus

88

Completed Projects - continuedCompleted Projects - continued

• Application Development SharePoint

Vast expansion of SharePoint functionality

Board packet workflow

FOIA

Wellness Committee

Commissions Volunteer Web Forms

EIC Green Business Initiative

MUNIS Developed process to import address data into MUNIS from GIS

Firehouse Created method of accessing historical information contained in Firehouse to

maintain access to old Fire records

• Application Development SharePoint

Vast expansion of SharePoint functionality

Board packet workflow

FOIA

Wellness Committee

Commissions Volunteer Web Forms

EIC Green Business Initiative

MUNIS Developed process to import address data into MUNIS from GIS

Firehouse Created method of accessing historical information contained in Firehouse to

maintain access to old Fire records

Page 6 of 13

7/14/2011

3

99

Completed Projects - continuedCompleted Projects - continued• Infrastructure Expansion of wireless network

Added five access points at the Police Department to provide access for uploading of squad video and to provide better coverage for general use

Worked with Public Works to update the fuel system to communicate via wireless to the network

SCADA Tested used of wireless to provide connectivity to critical Public Works stations

Fire Station 7 Provided necessary technical support to bring up network connectivity, phones,

security, and dispatch communication to the new Fire station

VMware Moved forward with a high-availability virtual computing system using VMware

Many new servers are being deployed in a virtual environment, which eliminates the need to purchase physical servers

• Infrastructure Expansion of wireless network

Added five access points at the Police Department to provide access for uploading of squad video and to provide better coverage for general use

Worked with Public Works to update the fuel system to communicate via wireless to the network

SCADA Tested used of wireless to provide connectivity to critical Public Works stations

Fire Station 7 Provided necessary technical support to bring up network connectivity, phones,

security, and dispatch communication to the new Fire station

VMware Moved forward with a high-availability virtual computing system using VMware

Many new servers are being deployed in a virtual environment, which eliminates the need to purchase physical servers

Description Benefit Status

Electronic Board Documents

• Reduce paper

• Make board documents easier to access

Q1 2011 implementation

Upgrade Munis to Version 9.1

• New user interface, more e-services, expanded dashboard and web client option


Upgrade New World to Version 9

• Mobile enhancements for reporting Q2 2011 implementation

Web Content Management

• Leverage Sharepoint to enable department update and increase transparency


Upgrade to Microsoft Exchange 2010

• Additional features

• Integration with InfoPath/SharePoint


Implementation of new VoIP phone system

• Replace aging digital PBX phone system

• Enable new features

• Increase reliability


10

2011 Projects2011 Projects

Page 7 of 13

Attachment 2

Contract Addendum #4

Page 8 of 13

ADDENDUM #4 TO THE CONTRACT FOR THE PROVISION OF SERVICES TO

THE VILLAGE OF GLENVIEW BY

PRESCIENT DEVELOPMENT, INC. EFFECTIVE JULY 18, 2011

THIS ADDENDUM, made and entered into as of the date of the last signature hereto, supplements and amends the Contract for the Provision of Services between The

Village of Glenview (“Glenview”) and Prescient Development, Inc. (“Prescient”) dated February 5, 2007 (hereinafter the “Contract”).

This Addendum describes the new resource requirement, term and payment schedule

of the Agreement between Glenview and Prescient. The terms of this Addendum and the terms of the Contract as amended by this Addendum will also govern the provision of the new payment amounts. In connection with the original payment

amounts described in the Contract, the Contract shall remain in full force and effect as stated in “Attachment “A”, section “Contract Dates & Payment Schedule”.

All of the capitalized terms not otherwise defined in this Addendum have the same

meaning as contained in the Contract. The following sections or paragraphs replace or are in addition to the respective sections or paragraphs contained in the Contract.

Wherever discrepancies, modifications or revocations appear, the terms contained in this Addendum shall prevail, any language in the Contract to the contract

notwithstanding. The sections or paragraphs of the Contract that are not expressly replaced by this Addendum shall remain in effect for this project pursuant to their

terms. 4. TERM AND TERMINATION

4.1 This Agreement (the “Additional Term”) shall be deemed to have

commenced July 18, 2011 and shall continue for a period of three (3) years (the “Term”) or until terminated as hereinafter provided. Upon the expiration of the

Additional Term, Glenview shall have the option to extend this Agreement for an additional three year period (the “Second Additional Term”). The Second Additional

Term shall be on the same terms and conditions as the Additional Term. In the event Glenview elects to exercise its option for the Second Additional Term, it shall

provide written notice to Prescient no less than one hundred eighty (180) days before the expiration on the Additional Term. Prescient shall have the right to refuse

Page 9 of 13

Glenview option by providing Glenview with written notice of said refusal; however, in such an event, this Agreement shall terminate one hundred eighty (180) days after

Glenview’s receipt of said refusal.

ATTACHMENT “A” SECTION “Prescient Resources” page 1

Prescient Resources

Prescient will provide the following resources over the term of this Services

Agreement.

Core Resources

Resource Type Number of Resources

IT Manager-Senior Network/Server 1 Application Developer 1 Application Support Engineer/Help Desk 1

Additional Resources

Remote Resource Type Number of Resources

CIO Services Incl.

Senior Server, WAN, Security Engineer Incl.

Senior Server Incl.

Unless otherwise agreed upon by Prescient and Glenview, all day to day

support is to be accomplished on site Monday through Friday. Outsourcing on

a fixed bid basis includes 24 x 7 emergency network support by the core resource defined above at no extra charge. All additional projects outside the

scope of this contract and the contract specifications will continue to be bid to Glenview on a per project basis.

Page 10 of 13

ATTACHMENT “A” SECTION “Contract Rates & Payment Schedules” page 2

Contract Dates and Payment Schedule

The contract to perform services will run over a thirty six (36) month contract period. Annual cost of services defined below is $547,371.96 for year one (1) of the

(„Additional Term”) contract. Over the course of the project monthly payments will be made to Prescient Development, Inc. at the beginning of each month for

services to be provided during the month.

The contract start date is July 18, 2011 and the contract end date is July 17, 2014. Monthly Payments for contract year one (1) through three (3) will be $ 45,614.33.

The Village of Glenview has the option to renew the contract for an additional 3 year

time period. Should Glenview choose to extend the term of the agreement as defined in Section 4.1, years four (4) through six (6) of the contract will follow the above referenced payment schedule with annual increases provided for the cost of living

adjustments (COLA) as defined by the lower of three (3) percent or the Consumer Price Index (CPI) listed under the All Urban Consumers, Chicago Section, as

measured in January of the applicable year. Additionally, the Time and Material rates for years four (4) through six (6) will also be increased annually based on the

same mutually agreed upon COLA. However by agreement of the parties the annual amount may be increased or decreased at the semi-annual and annual reviews based

on a reassessment of resources, changing market conditions or addition of projects.

IN WITNESS WHEREOF, the parties have caused this Contract to be executed by their duly authorized representatives.

THE VILLAGE OF GLENVIEW, PRESCIENT DEVELOPMENT, INC. an Illinois home rule municipality an Illinois corporation

By:___________________________ By:_____________________________

Authorized Signature Authorized Signature

Its:___________________________ Its: CEO

Date:_________________________ Date:____________________________

Page 11 of 13

Attachment 3

Resolution

Page 12 of 13

RESOLUTION NO. ______ WHEREAS, the Village of Glenview, “Village”, is a home rule municipality located in Cook County, Illinois; WHEREAS, the corporate authorities have determined it is in the best interests of the Village to routinely assess contract resources and encourage staff cross training;

WHEREAS, the corporate authorities have reviewed the Contract Addendum #4, Attachment 2 and incorporated herein by reference, between the service provider Prescient Solutions and the Village of Glenview authorizing the Village to expend funds for information technology staff services; and

WHEREAS, the corporate authorities have determined that it is in the public interest to

execute the contract addendum. NOW, THEREFORE, BE IT RESOLVED, by the President and Board of Trustees of the Village of Glenview, as follows: That the President and Village Clerk are authorized to execute the Contract Addendum #4 with Prescient Solutions of Schaumburg, IL in the annual amount of $547,371.96 for a three-year total budget amount of $1,642,115.88.

PASSED this ________ day of ________________, 2011 AYES: ________________________________________ NAYS: ________________________________________ ABSENT: ______________________________________ APPROVED by me this ______ day of _____________, 2011

_________________________________ Kerry D. Cummings, President Village of Glenview, Cook County, Illinois ATTEST: _________________________ Todd Hileman, Village Clerk Village of Glenview, Cook County, Illinois

Page 13 of 13