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HomeMy WebLinkAbout2006 10 23 Consent 402 Florida League of Cities Memo of Understanding COMMISSION AGENDA ITEM 402 Consent October 23.2006 Regular Meeting REQUEST: Information Services requests Commission acceptance of the Florida League of Cities Memo of Understanding; authorization for the City Manager to sign the Memo of Understanding; and authorization of project management and oversight consulting fees not to exceed $18,475 for Fiscal Year 2007. PURPOSE: To obtain authorization for City Manager to sign Memo of Understanding with Florida League of Cities and to authorize project management and oversight consulting fees not to exceed $18,475 for Fiscal Year 2007 to be billed quarterly after services are rendered. CONSIDERATIONS: The Records Management Program is an ongoing process; the success of which requires continuous oversight and some outside technical assistance during its implementation phase. A Memorandum of Understanding is signed by the Florida League of Cities and the City of Winter Springs at the beginning of each fiscal year during this implementation process; the Memo of Understanding contains deliverables for the year as well as the estimated cost, and terms and conditions. I:\Admin _ Docs\Agenda Items\FY 2007\10-23- 06_ COMM _ Consent_ 402 _Request_acceptance _ oC FLC _MOD_and _approve _ consultingjees.doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - OCTOBER 23, 2006 CONSENT AGENDA ITEM "402" PAGE 2 0F 2 The estimated proj ect management and oversight consulting fees for FY 2007 are not to exceed $18,475. FUNDING: No additional funds necessary. Already budgeted in Records Management 1342-53180 for FY 2007. RECOMMENDATIONS: We recommend the Commission approve the attached Florida League of Cities Memo of Understanding; authorize the City Manager to sign the Memo of Understanding as well as authorize consulting services not to exceed $18,475 to be billed quarterly throughout the year after services are rendered. A TT ACHMENTS: Memo of Understanding between Florida League of Cities and the City of Winter Springs (3 pages) COMMISSION ACTION: MEMORANDUM OF UNDERSTANDING THIS MEMORANDUM OF UNDERSTANDING, dated this _ Day of October, 2006, is entered into by and between the Florida League of Cities, Inc., 125 E. Colonial Drive, Orlando, Florida., and the City of Winter Springs, 1126 East S.R. 434, Winter Springs, Florida. Our Understanding of Your Needs: It is our understanding that the City of Winter Springs (City) desires the Florida League of Cities (League) to provide project management oversight for the implementation of the Records Management Technology Plan presented to the City Commission on the 9th day of August 2004. This project management oversight was outlined in the plan as approved. The Approach: . The League will assist the City in the development of a revised project plan to include a schedule for FY 2006/2007, specific tasks assignments, and identification of needed resources. . The League will review the proposed content and plan for training to ensure the training is appropriate and timely for project implementation. . Provide ongoing guidance and assistance to the Records Management Core Team on specific concerns, problems and issues. This includes, but is not limited to, assistance with the generation of appropriate policies, procedures and resolution ot'implementation issues. · The League will provide for coordination between various vendors and the City relative to this project and provide assistance in resolving any issues that may arise with the vendor. · Provide guidance and assistance as needed and requested by the Director of Information Systems. · The League will work closely with the Project & Application Support Specialist to ensure timely completion and progress of tasks. . The League Will be a part of the RM Core Team in order to provide better service and be more involved with the overall implementation of the plan. The Deliverables: · Meet weekly with the Records Management Core Team (RMCT) to discuss issues and review progress. · Generate a monthly status report of Needs and Pending Items List. · Generate a quarterly status report outlining the actual progress of the project measured against the project plan. This will include a detailed review of actua.l work accomplished. Quarterly reports will be generated based on the following schedule: o October - December 2006 --> will be received no later than January 12, 2007 o January - March 2007 --> will be received no later than April 13, 2007 o April - June 2007 --> will be received no later than July 13, 2007 o July - September 2007 --> will be received no later than October 12, 2007 FLC and Winter Springs Memorandum of Understanding October 16, 2006 Page 1 of 3 MEMORANDUM OF UNDERSTANDING Assumptions and Variables: . It is assumed that the weekly meeting with the RMCT and assistance with issues and concerns will take one day per week. . It is assumed that the League will have access to the needed functional areas, computer systems and general information to generate its monthly reports. Schedule: The schedule for the weekly meetings and monthly review will be mutually agreed upon between the League and the City. The length of this contract is from the date of its signing until September 30, 2007. Cost: Total maximum fee, is $18,475, which will be invoiced quarterly based upon the hours actually expended at the following rates and hours: Name Estimated Rate Total Hours Proiect Manaaer 15 $125 $ 1,875 Senior Consultant 60 $110 $ 6,600 lmaqinq/Research Support 200 $50 $ 10,000 TOTAL 275 $ 18,475 Invoices will be generated based on the following schedule: . October - December 2006 --> will be received no later than January 12, 2007 . January - March 2007 --> will be received no later than April 13, 2007 . April - June 2007 --> will be received no later than July 13, 2007 . July - September 2007 --> will be received no later than October 12, 2007 Terms and Conditions: If the Florida League of Cities, its employees or agents fail for any reason, whether or not negligent, to fulfill the conditions as contained in this contract, the City of Winter Spring's only remedy shall be to receive a refund of all monies paid for the project. In no event will the Florida League of Cities be liable for any loss, special, punitive or consequential damages or damages in excess of the amounts received by the Florida League of Cities under the terms of this Agreement. This agreement shall constitute the entire agreement between the Florida League of Cities and the City of Winter Springs with respect to the subject matter of this agreement and shall not be modified or changed without the express consent of the parties. The provisions of this agreement supersede all prior oral and written quotations, communications, agreements and understandings of the parties with respect to the subject matter of this agreement. This memorandum of understanding terminates upon completion of the two hundred and seventy five hours of League labor or either party may terminate this agreement immediately with written notice to the other. In case of early termination, the League will FLC and Winter Springs Memorandum of Understanding October 16, 2006 Page 2 of 3 MEMORANDUM OF UNDERSTANDING invoice the City for any hours expended to that point and the City will have 45 days from the invoice day to pay all monies owed. APPROVALS: Franklin R. Hagy, Chief Information Officer Date Florida League of Cities AGREED TO ON BEHALF OF THE CITY OF WINTER SPRINGS: Signature: Title: Date FLC and Winter Springs'Memorandum of Understanding October 16, 2006 Page 3 of 3 MEMORANDUM OF UNDERSTANDING THIS MEMORANDUM OF UNDERSTANDING, dated this _ Day of October, 2006, is entered into by and between the Florida League of Cities, Inc., 125 E. Colonial Drive, Orlando, Florida., and the City of Winter Springs, 1126 East S.R. 434, Winter Springs, Florida. Our Understanding of Your Needs: It is our understanding that the City of Winter Springs (City) desires the Florida League of Cities (League) to provide project management oversight for the implementation of the Records Management Technology Plan presented to the City Commission on the 9th day of August 2004. This project management oversight was outlined in the plan as approved. The Approach: · The League will assist the City in the development of a revised project plan to include a schedule for FY 2006/2007, specific tasks assignments, and identification of needed resources. · The League will review the proposed content and plan for training to ensure the training is appropriate and timely for project implementation. · Provide ongoing guidance and assistance to the Records Management Core Team on specific concerns, problems and issues. This includes, but is not limited to, assistance with the generation of appropriate policies, procedures and resolution ot'implementation issues. · The League will provide for coordination between various vendors and the City relative to this project and provide assistance in resolving any issues that may arise with the vendor. · Provide guidance and assistance as needed and requested by the Director of Information Systems. · The League will work closely with the Project & Application Support Specialist to ensure timely completion and progress of tasks. · The Leaguewill be a part of the RM Core Team in order to provide better service and be more involved with the overall implementation of the plan. The Deliverables: · Meet weekly with the Records Management Core Team (RMCT) to discuss issues and review progress. · Generate a monthly status report of Needs and Pending Items List. · Generate a quarterly status report outlining the actual progress of the project measured against the project plan. This will include a detailed review of actuaJ work accomplished. Quarterly reports will be generated based on the following schedule: o October - December 2006 --> will be received no later than January 12, 2007 o January - March 2007 --> will be received no later than April 13, 2007 o April - June 2007 --> will be received no later than July 13, 2007 o July - September 2007 --> will be received no later than October 12, 2007 FLC and Winter Springs Memorandum of Understanding October 16, 2006 Page 1 of 3 MEMORANDUM OF UNDERSTANDING Assumptions and Variables: · It is assumed that the weekly meeting with the RMCT and assistance with issues and concerns will take one day per week. · It is assumed that the League will have access to the needed functional areas, computer systems and general information to generate its monthly reports. Schedule: The schedule for the weekly meetings and monthly review will be mutually agreed upon between the League and the City. The length of this contract is from the date of its signing until September 30, 2007. Cost: Total maximum fee. is $18,475, which will be invoiced quarterly based upon the hours actually expended at the following rates and hours: Name Estimated Rate Total Hours Proiect ManaQer 15 $125 $ 1,875 Senior Consultant 60 $110 $ 6,600 ImaQinQ/Research Support 200 $50 $ 10,000 TOTAL 275 $ 18,475 Invoices will be generated based on the following schedule: · October - December 2006 --> will be received no later than January 12, 2007 · January - March 2007 --> will be received no later than April 13, 2007 · April - June 2007 --> will be received no later than July 13, 2007 · July - September 2007 --> will be received no later than October 12, 2007 Terms and Conditions: If the Florida League of Cities, its employees or agents fail for any reason, whether or not negligent, to fulfill the conditions as contained in this contract, the City of Winter Spring's only remedy shall be to receive a refund of all monies paid for the project. In no event will the Florida League of Cities be liable for any loss, special, punitive or consequential damages or damages in excess of the amounts received by the Florida League of Cities under the terms of this Agreement. This agreement shall constitute the entire agreement between the Florida League of Cities and the City of Winter Springs with respect to the subject matter of this agreement and shall not be modified or changed without the express consent of the parties. The provisions of this agreement supersede all prior oral and written quotations, communications, agreements and understandings of the parties with respect to the subject matter of this agreement. This memorandum of understanding terminates upon completion of the two hundred and seventy five hours of League labor or either party may terminate this agreement immediately with written notice to the other. In case of early termination, the League will FLC and Winter Springs Memorandum of Understanding October 16, 2006 Page 2 of 3 MEMORANDUM OF UNDERSTANDING invoice the City for any hours expended to that point and the City will have 45 days from the invoice day to pay all monies owed. APPROVALS: Franklin R. Hagy, Chief Information Officer Date Florida League of Cities AGREED TO ONBEHALF OF THE CITY OF WINTER SPRINGS: Signature: Title: FLC and Winter Springs Memorandum of Understanding October 16, 2006 Page 3 of 3 MEMORANDUM OF UNDERSTANDING THIS MEMORANDUM OF UNDERSTANDING, dated this /S'Day of October, 2006, is entered into by and between the Florida League of Cities, Inc., 125 E. Colonial Drive, Orlando, Florida., and the City of Winter Springs, 1126 East S.R. 434, Winter Springs, Florida. Our Understanding of Your Needs: It is our understanding that the City of Winter Springs (City) desires the Florida League of Cities (League) to provide project management oversight for the implementation of the Records Management Technology Plan presented to the City Commission on the 9th day of August 2004. This project management oversight was outlined in the plan as approved. The Approach: · The League will assist the City in the development of a revised project plan to include a schedule for FY 2006/2007, specific tasks assignments, and identification of needed resources. · The League will review the proposed content and plan for training to ensure the training is appropriate and timely for project implementation. · Provide ongoing guidance and assistance to the Records Management Core Team on specific concerns, problems and issues. This includes, but is not limited to, assistance with the generation of appropriate policies, procedures and resolution ot'implementation issues. · The League will provide for coordination between various vendors and the City relative to this project and provide assistance in resolving any issues that may arise with the vendor. · Provide guidance and assistance as needed and requested by the Director of Information Systems. · The League will work closely with the Project & Application Support Specialist to ensure timely completion and progress of tasks. . The League .will be a part of the RM Core Team in order to provide better service and be more involved with the overall implementation of the plan. The Deliverables: · Meet weekly with the Records Management Core Team (RMCT) to discuss issues and review progress. · Generate a monthly status report of Needs and Pending Items List. · Generate a quarterly status report outlining the actual progress of the project measured against the project plan. This will include a detailed review of actua.l work accomplished. Quarterly reports will be generated based on the following schedule: o October - December 2006 --> will be received no later than January 12, 2007 o January - March 2007 --> will be received no later than April 13, 2007 o April - June 2007 --> will be received no later than July 13, 2007 o July - September 2007 --> will be received no later than October 12, 2007 FLC and Winter Springs Memorandum of Understanding October 16, 2006 Page 1 of 3 MEMORANDUM OF UNDERSTANDING Assumptions and Variables: · It is assumed that the weekly meeting with the RMCT and assistance with issues and concerns will take one day per week. · It is assumed that the League will have access to the needed functional areas, computer systems and general information to generate its monthly reports. Schedule: The schedule for the weekly meetings and monthly review will be mutually agreed upon between the League and the City. The length of this contract is from the date of its signing until September 30, 2007. Cost: Total maximum fee. is $18,475, which will be invoiced quarterly based upon the hours actually expended at the following rates and hours: Name Estimated Rate Total Hours Proiect Manaaer 15 $125 $ 1,875 Senior Consultant 60 $110 $ 6,600 Imaoino/Research Support 200 $50 $ 10,000 TOTAL 275 $ 18,475 Invoices will be generated based on the following schedule: · October - December 2006 --> will be received no later than January 12, 2007 · January - March 2007 --> will be received no later than April 13, 2007 · April - June 2007 --> will be received no later than July 13, 2007 · July - September 2007 --> will be received no later than October 12, 2007 Terms and Conditions: If the Florida League of Cities, its employees or agents fail for any reason, whether or not negligent, to fulfill the conditions as contained in this contract, the City of Winter Spring's only remedy shall be to receive a refund of all monies paid for the project. In no event will the Florida League of Cities be liable for any loss, special, punitive or consequential damages or damages in excess of the amounts received by the Florida League of Cities under the terms of this Agreement. This agreement shall constitute the entire agreement between the Florida League of Cities and the City of Winter Springs with respect to the subject matter of this agreement and shall not be modified or changed without the express consent of the parties. The provisions of this agreement supersede all prior oral and written quotations, communications, agreements and understandings of the parties with respect to the subject matter of this agreement. This memorandum of understanding terminates upon completion of the two hundred and seventy five hours of League labor or either party may terminate this agreement immediately with written notice to the other. In case of early termination, the League will FLC and Winter Springs Memorandum of Understanding October 16, 2006 Page 2 of 3 MEMORANDUM OF UNDERSTANDING invoice the City for any hours expended to that point and the City will have 45 days from the invoice day to pay all monies owed. APPROVALS: ~/h Franklin R. Hagy, C~nfOnT1ation Officer Florida League of Cities '1 ~c/ r:I~ Date AGREED TO ON BEHALF OF THE CITY OF WINTER SPRINGS: /(ud---( ~ ..~~ Signature: Title: icp6~'O<- ate FLC and Winter Springs Memorandum of Understanding October 16, 2006 Page 3 of 3