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Home My WebLink About2003 11 10 Consent 203 Records Management/Document Imaging Project COMMISSION AGENDA ITEM 203 Consent X Informational Public Hearing Regular November lO. 2003 Regular Meeting ;0-QQ Mgr. / Dept. Authorization REQUEST: Information Services is requesting authorization for the City Manager to enter into a contract with Florida League of Cities consultants for Records Management/Document Imaging Project. PURPOSE: To obtain authorization to secure consultants for Records Management/Document Imaging project, Phase I, Project Plan. CONSIDERATIONS: The Records Management/Document Imaging Project was set forth in the LT. Plan Document created in FY 2002. We are now ready to begin the project but will need the assistance of a consultant to accomplish this task. Deliverables: · Identify stakeholders and schedule interviews with each. · Establish and orient the project team. · Gather documentation - provide guidance for departments to gather and identify pertinent documents that may be candidates for the records management system. · Analyze needs: o What documents or files are cost effective to image? U:\Docs\Agenda Items\FY 2004\November 2003\111003 _ COMM _ Consent_ 203 _Records _ Management_ Consultant. doc Page 1 of3 FUNDING: . o What process should be used to effectively Image the documents? o How will documents be retrieved? o What are the effects on public records laws and State retention requirements? o What interfaces are necessary from existing systems into the records management system? Generate white paper on retention requirements: o Review state statutes o Analyze available technology o Develop a white paper that specifically addresses the issues of retention and compliance with public records laws Develop implementation plan which will include: o A specifically identified action plan with priorities o Identified milestones, with timeframes and deadlines o Identification and assignment of responsibilities o Recommendation for potential strategic outsourcing opportunities . Identify hardware/software needs - provide an itemized list of hardware, software, training and any other items that need to be purchased to implement the plan. Whenever possible, state contract will be used to identify vendors and costs. Determine Project Management Cost - provide a final proposal to manage the actual implementation of plan on behalf of the City, once all requirements have been identified. Compile Report - all information and research obtained will be compiled into a written implementation plan with an executive summary. The plan will be provided in written form and electronic form. Generate Presentation - generate a slide presentation to provide a summary of the plan. The plan will then be presented to the City. . . . . . The League guarantees that total labor cost will not exceed $33,015 to complete this scope of work. This amount is included in Information Services FY 2004 budget. No additional funding is necessary. An initiation fee of$5,OOO (included in the $33,015) is required to start the project. RECOMMENDATIONS: We recommend that the Commission authorize the City Manager to contract with Florida League of Cities to begin phase I of the Records Management/Document Imaging Project - the goal being to furnish The City with an analysis and implementation plan. U:\Docs\Agenda Items\FY 2004\November 2003\111003 _ COMM _ Consent_ 203 _Records _ Management_ Consultant.doc Page 2 of3 ATTACHMENTS: "Florida League of Cities Proposal for Records Management Technology Analysis and Implementation Plan" document COMMISSION ACTION: U:\Docs\Agenda Items\FY 2004\November 2003\111003_ COMM _ Consent_ 203 _Records _ Management_ Consultant.doc Page 3 of3 City of Winter Springs, Florida Proposal For Records Management Technology Analysis and Implementation Plan November 3, 2003 FLORIDA LEAGUE OF CITIES Technology Services 125 E. Colonial Drive - P.O. Box 530065 - Orlando, Florida 32853-0065 b fl.OlllIJ"t",'GUeOvCI11''''"SC. Winter Springs, Florida Records Management Plan Proposal Table of Contents About the Florida League of Cities .............................................................................. 3 The League's Understanding of Your Needs ..............................................................4 Project Approach ........ ..... ........ ...... ....... ........ ................. ... ........... ......... .............. ... .......5 Project Deliverables .......... ...... ....... ........ ..... ......... ...................... ........ ........... ...... .... ......7 Project Staffi ng ............................................................................................................. 9 Project Schedu Ie......................................................................................................... 12 Project Cost................................................................................................................. 13 Contractual Terms and Conditions... ............... ................. ............. ........ ............ ........ 14 Confidential Page 2 November 6, 2003 Winter Springs, Florida Records Management Plan Proposal ~ fl.OIUnA l..E,\GUJ~ 01' C.11.:S, INt'. About the Florida League of Cities The Florida League of Cities (League) has had a long history of assisting local government providing efficient and effective services to the public. City officials, who recognized the benefits of uniting local governments, created the FLC in 1922. Since that time, the League has grown to become one of the largest state municipal leagues in the nation. Membership in the League is limited to municipal governments within the State of Florida. The League is governed by a Board of Directors comprised of elected officials from cities, towns and villages in the state. The League delivers a number of products and services to its member agencies. Through the use of the "pooling" concept, we have been able to negotiate contractual services in advance and collectively offer services and programs at a substantially reduced cost. In addition, the League provides technology services to members consistent with the direction, mission and goals of the League. These services are provided through two initiatives. First, as mentioned above, through "pooling" the needs of our members for similar services, the League is able to negotiate more favorable contracts to provide high-quality services at a substantially reduced cost. Second, for those services needed by our members that do not fit the "pooling" model, the League endeavor to provide the services directly through in-house personnel. This includes our consulting services and network technology assistance program. Confidential Page 3 November 6, 2003 b FI.OIlIOAI..,,\GOCOI'CJnI!S,'SC, Winter Springs, Florida Records Management Plan Proposal The League's Understanding of Your Needs It is our understanding that the City of Winter Springs desires the League to develop a records management technology and implementation plan to include the following: · Help the City to determine how to proceed in the future with documents that are already digital in nature (MUNIS and KIVA documents or documents located on servers, etc). How can we implement these documents into the new records management system? · Help the City to determine and resolve issues related to the records management project as well as help us to resolve some questions that have come up regarding how we should store long term documents (microfilm, microfiche, CD, tape, etc.); are there any state requirements on retention of long term or permanent documents? These questions should all be spelled out in an issues paper. · Help the City to specifically determine which services, software, hardware or other technology is needed for the City's records management system. · Prepare an itemized list of costs for the entire project as well as help the City to determine which of the items are available on state contract: · Hardware - itemized list with costs · Software - itemized list with costs · Implementation to include training (vendor) · Project Management for implementation (vendor) · Other expenses · Prepare an Implementation Plan for the entire city with timelines, responsibilities and milestones. · Determine cost for FLC to manage the implementation project. Confidential Page 4 November 6, 2003 ~ FI.OIlIllA'.I!,\(;UI!OpCmp.s"",'. Winter Springs, Florida Records Management Plan Proposal Project Approach The project will be approached in phases with multiple steps in each phase. Many of these phases and steps will overlap each other in terms of scheduling. Phase I - Project Initiation Step 1: Initiate Project During the project initiation step, the stakeholders of the project will be identified and an interview schedule developed. Also the project team is established and oriented. Step 2: G~ther Documentation The League will provide guidance for Departments to gather and identify pertinent documents that may be candidates for the records management system. Samples of these documents will be gathered for initial review. Phase II - Interviews and Analysis By Department Step 1: Departmental Interviews The League will meet with each of the 9 departments to review their document management needs. This interview will gather information for analysis to determine: · What documents (or files) are cost effective to image · What process should be used to effectively image the documents · How documents will be retrieved · What are the effects on public records laws and State retention requirements · What interfaces are necessary from existing systems into the records management system · Interviews and Analysis By Department Confidential Page 5 November 6, 2003 . FI.OIlIllA l."AGU"OI'CITII!S, 'St. Winter Springs, Florida Records Management Plan Proposal Step 2: Generate White Paper on Retention Requirements Through review of State statutes and analysis of the technology, the League will develop a white paper to specifically address the issues of retention. (Note: This will not be a legal opinion, but will provide the City Attorney with relevant information upon which to provide the City with a legal opinion). Phase III - Implementation Plan Development and Identifying Needs Step 1: Develop Implementation Plan The League will develop a detailed implementation plan for the records management project to include: . A specifically identified action plan with priorities . Identified milestones, with timeframes and deadlines . Identification and assignment of responsibilities . Recommendation for potential strategic outsourcing opportunities Step 2: Hardware I Software Needs After completing the analysis and developing an implementation plan, the League will provide an itemized list of hardware, software, training and any other items that need to be purchased to implement the plan. Whenever possible, State contract will be used to identify vendors and cost. Step 3: Determine Project Management Cost The League will provide a final proposal to manage the project on behalf of the City, once all requirements have been identified. Confidential Page 6 November 6, 2003 ~ FI.OIllf)AI./C'GUEOI'CITI.iS..NC. Winter Springs, Florida Records Management Plan Proposal Phase IV - Compile Final Implementation Plan and Presentation Step 1: Compile Report All information and research obtained will be compiled into a written implementation plan with an executive summary. The plan will be provided in written form and electronic form using Microsoft Word. Step 2: Generate Presentation Generate a slide presentation using Microsoft PowerPoint to provide a summary of the plan. The plan will be presented to the City. Project Oeliverables The final deliverable for this project is an Implementation Plan with specific action items, timeframes, responsibilities and deadlines. In addition the plan will specifically identify an estimated cost associated with the implementation process. The plan will be presented in paper as well as a Microsoft Word 2000 electronic format. The presentation will be in Microsoft PowerPoint 2000. Intermediate Deliverables by Phase: Phase I - Project Initiation . List of stakeholders and schedule of interviews Phase" - Interviews and Analysis By Department · A list of all documents that will be imaged by Department · A recommended process for imaging the documents · Identification and quantification of current backlog that will have to be dealt with · Create a list of issues and questions, by department, along with their corresponding resolutions and answers Phase'" - Implementation Plan Development and Identifying Needs . Draft of implementation plan · Specifically identified hardware, software, training and other such needs with associated cost Phase IV - Compile Final Implementation Plan and Presentation . Implementation Plan . Executive Presentation Confidential Page 7 November 6, 2003 . FI.ORIIlAJ.P..\GUI!OI'CITIICS,IN", Winter Springs, Florida Records Management Plan Proposal Project Assumptions 1. Access to Personnel: It is assumed that the League will have open access to Winter Springs department heads and other key individuals for interviews. We assume that we will be able to schedule timely appointments for these individuals. 2. Access to Facilities: It is assumed that the League will have open access to Winter Spring's facilities in order to review the technology equipment. We understand that, depending upon the area, we may need to be escorted. 3. Access to Vendors: It is assumed that the League will have open access and cooperation from Winter Spring's software vendors, MUNIS, KIVA, and others identified in the Analysis phase, in order to review the technology equipment. We understand that, depending upon the area; we may need to be escorted. Confidential Page 8 November 6, 2003 Winter Springs, Florida Records Management Plan Proposal fU.Hfmi\ l.e,\Gup. OPCITII'.s, INC. Project Staffing Three individuals with extensive experience and background in the municipal environment and public sector will staff the project. Frank Hagy will serve as the Project Executive and will provide project oversight. Sherry Hilley will serve as Project Manager on the project and will be fully involved in all aspects of the project. Tom Babington will be developing the white paper (issues document) relating to the retention of documents. Franklin R. Haav. CPM Frank Hagy is the Chief Information Officer for the Florida League of Cities. He has over thirty years of experience in the technology industry spanning both public sector and private industry. The past twenty years have been spent in senior level management positions developing and implementing technology visions and plans. Prior to coming with the League he was an Associate Director with Gartner Group Consulting specializing in State and Local Government information technology governance, strategic planning, outsourcing, and implementation strategies. Mr. Hagy served as the Director and Chief Information Officer for the City of Orlando, Florida. As the City's first Director of Technology, Mr. Hagy created a full service IT organization establishing and implementing all appropriate policies, procedures and methods of IT governance. Application systems implemented include financial and accounting, public safety computer aided dispatch and records management, permitting, geographic information systems, public works, environmental services, and recreation systems. Implemented systems included Internet, intranet and mobile technologies. Responsibilities included management and maintenance of an infrastructure necessary to support a two thousand plus user base with associated local and wide area networks. During this period Mr. Hagy was twice elected as President of the Florida Local Government Information Systems Association and was very active in legislative issues regarding technology at the Florida State capital. Additionally, Mr. Hagy was Branch Manager at EG&G Corp. at Kennedy Space Center. In this position he was responsible for applications, databases and the technology infrastructure necessary to support NASA base operations including facilities management and public safety. Here he served on NASA's quality assurance council and received NASA's quality contractor award. Mr. Hagy also provided technology Confidential Page 9 November 6, 2003 . FI.ORIUA"EJ\GUEOI'C'TII!S.'''C. Winter Springs, Florida Records Management Plan Proposal leadership in private industry as the Director of Information Systems and Director of Finance for a subsidiary of General Mills, Inc. Education: Mr. Hagy holds an MBA from Nova University, a BS degree in Management Science from Shenandoah College and has obtained a Certified Public Manager (CPM) designation from Florida State University. Mr. Hagy has also served an adjunct professor for Barry University, Chairman for the Business Advisory Council for Vocationalrrechnical Education and as a Board Member for Valencia's Community College technology programs for the disabled. He is the founder of the Orlando Community Services Network; technology systems that assist non-profit agencies in providing quality services to the homeless and indigent. Sherry L. Hillev. CISA Sherry Hilley is the Training and Development Manager for the Florida League of Cities. She has over fifteen years of experience in the technology industry working for the public sector. The past eleven years have been spent in senior level management position developing and implementing software technology. Prior to coming with the League she was Software Support Senior Manager at the City of Orlando specializing in information technology strategic planning, implementation strategies, implementing all appropriate policies, procedures and methods of IT governance. Application systems implemented include financial and accounting, public safety computer aided dispatch and records management, permitting, geographic information systems, public works, environmental services, and recreation systems. Implemented systems included Internet, intranet and mobile technologies. She established a Learning Center for the training of desktop and system applications. During this period Mrs. Hilley was elected several times to serve on the Board of Directors for the Central Florida Midrange Users Group providing IT training for the technical group. During her first four years with the City, she worked with the Internal Audit Department providing Compliance, Financial and Information Systems (IS) Audits. She assisted external auditors with the IS portion of their review each year. Mrs. Hilley is still very active with the Central Florida Chapter of Information Systems Auditors and Control Association and the International Board supporting their annual control conference. Confidential Page 10 November 6, 2003 Winter Springs, Florida Records Management Plan Proposal ~ fU.HUlM LI:,\GUP- 01' CITIES, INf.'. Additionally, Mrs. Hilley was Assistant Comptroller for American Bakeries Inc. in the Orlando office. In this position she was responsible for all financial applications, databases and production requirements for the Central Florida area of product distribution. Education: Mrs. Hilley holds a BS degree in Accounting from Florida Southern College and has obtained a Certified Information Systems Auditor (CISA) designation from the Information Systems Audit and Control Association. Tom Babinaton Tom Babington has spent over 25 years in senior leadership roles in the IT industry, in both the private and public sector, in telecommunications and in IS, as an IT manager and as an IT consultant. Most recently, Tom served as a Vice President for Gartner Consulting, a role in which he delivered consulting services and managed a team of consultants, which provided IT management consulting for private sector firms as well as state and local governments in the southeast U.S. Prior to joining Gartner, Tom was the Director of Information Technology for Orange County, Florida for six years, which followed an eight-year period during which he was the county's Telecommunications Manager. As an employee of Orange County, Tom headed the Region 9 Radio Coordination efforts for 800MHz, represented the county in all PTI activities (Public Technology Incorporated), served on PTl's Urban Consortium, completed a nine-month Leadership Orlando program, provided leadership for the founding and later served as president of the Well-Connected Community (a grass roots, not-for-profit organization that in 1995 promoted the benefits of community-based web collaboration), and successfully completed a three-week program for Senior Executives in State and Local Government at the John F. Kennedy School of Government, Harvard University. In addition to having been a guest speaker for various user's groups and ICMA conferences over the years, Tom has contributed articles to health care and government publications, including the League's "Quality Cities" magazine. His professional experiences have covered all aspects of managing the IT environment. Confidential Page 11 November 6, 2003 . fl.OllIllA Lp.AGUP.OI'CITII!S.INC. Winter Springs, Florida Records Management Plan Proposal Project Schedule It is estimated that this project will take ten weeks to complete. Weeks Step 1 2 3 4 5 6 7 8 9 10 Phase I - Initiate Project - Phase II - Interviews and Analysis by Department Phase III - Implementation Plan Develooment and Identifying Needs Phase IV - Compile Final Implementation Plan and Presentation Confidential Page 12 November 6, 2003 PI.OnmA 1.I!t\GUP. 01' Cines, 1:'\It'. Winter Springs, Florida Records Management Plan Proposal Project Cost Fees are based upon the amount of time required to complete our assignment in a thorough and professional manner. This project will take approximately 301 hours to complete and up to 15 to 18 trips to the City of Winter Springs over a period of 8 to 10 weeks. The Leaque Quarantees that total labor cost will not exceed $33,015 to complete this scope of work. In addition to labor cost actual expenses will be charged. All personnel will come from Orlando; therefore travel will be by automobile. We estimate total expenses will not exceed $500.00. An initiation fee of $5,000 is required to start the project. All remaining fees are payable 30 days after completion of the project. The City's obligations to the League under this Agreement shall terminate upon receipt by the League of all outstanding fees due from the City. The project is deemed complete upon the City's receipt of the final report at the management presentation. The League's obligations to the City under this Agreement shall terminate upon the City's receipt of said report. This project definition and fee quote is valid until November 30, 2003. Confidential Page 13 November 6, 2003 ~ I'I.ORIO,\L"'\GU"OI'C"",!S,L~e. Winter Springs, Florida Records Management Plan Proposal Contractual 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 Springs 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. Entire 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. 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 Confidential Page 14 November 6, 2003 City of Winter Springs, Florida Proposal For Records Management Technology Analysis and Implementation Plan November 3, 2003 FLORIDA LEAGUE OF CITIES Technology SetvYCes 125 E. Colonial Drive - P.O. Box 530065 -Orlando, Florida 32853-0065 Hwewa Lr:~cm: urCm~s. i~~. Table of Contents Winter Springs, Florida Records Management Plan Proposal About the Florida League of Cities .............................................................................. 3 The League's Understanding of Your Needs ..............................................................4 Project Approach .......................................................................................................... 5 Project Deliverables ......................................................................................................7 Project Staffing ............................................................................................................9 Project Schedule .........................................................................................................12 Project Cost .................................................................................................................13 Contractual Terms and Conditions ............................................................................14 Confidential Page 2 November 11, 2003 Winter Springs, Florida Records Management Plan Proposal Fu~xmaLrm:m:nrGro-x.we About the Florida League of Cities The Florida League of Cities (League) has had a long history of assisting local government providing efficient and effective services to the public. City officials, who recognized the benefits of uniting local governments, created the FLC in 1922. Since that time, the League has grown to become one of the largest state municipal leagues in the nation. Membership in the League is limited to municipal governments within the State of Florida. The League is governed by a Board of Directors comprised of elected officials from cities, towns and villages in the state. The League delivers a number of products and services to its member agencies. Through the use of the "pooling" concept, we have been able to negotiate contractual services in advance and collectively offer services and programs at a substantially reduced cost. In addition, the League provides technology services to members consistent with the direction, mission and goals of the League. These services are provided through two initiatives. First, as mentioned above, through "pooling" the needs of our members for similar services, the League is able to negotiate more favorable contracts to provide high-quality services at a substantially reduced cost. Second, for those services needed by our members that do not fit the "pooling" model, the League endeavor to provide the services directly through in-house personnel. This includes our consulting services and network technology assistance program. Confidential Page 3 November 11, 2003 Fu~w~n~4_a:ucorCmr_r.~~~. Winter Springs, Florida Records Management Plan Proposal The League's Understanding of Your Needs It is our understanding that the City of Winter Springs desires the League to develop a records management technology and implementation plan to include the following: • Help the City to determine how to proceed in the future with documents that are already digital in nature (MUNIS and KIVA documents or documents located on servers, etc). How can we implement these documents into the new records management system? • Help the City to determine and resolve issues related to the records management project as well as help us to resolve some questions that have come up regarding how we should store long term documents (microfilm, microfiche, CD, tape, etc.); are there any state requirements on retention of long term or permanent documents? These questions should all be spelled out in an issues paper. • Help the City to specifically determine which services, software, hardware or other technology is needed for the City's records management system. • Prepare an itemized list of costs for the entire project as well as help the City to determine which of the items are available on state contract: ^ Hardware -itemized list with costs ^ Software -itemized list with costs ^ Implementation to include training (vendor) • Project Management for implementation (vendor) ^ Other expenses • Prepare an Implementation Plan for the entire city with timelines, responsibilities and milestones. • Determine cost for FLC to manage the implementation project. Confidential Page 4 November 11, 2003 Fweum Lr:nuue or Crt~rr, w~~. Winter Springs, Florida Records Management Plan Proposal Project Approach The project will be approached in phases with multiple steps in each phase. Many of these phases and steps will overlap each other in terms of scheduling. Phase I -Project Initiation Step 1: Initiate Project During the project initiation step, the stakeholders of the project will be identified and an interview schedule developed. Also the project team is established and oriented. Step 2: Gather Documentation The League will provide guidance for Departments to gather and identify pertinent documents that may be candidates for the records management system. Samples of these documents will be gathered for initial review. Phase II -Interviews and Analysis By Department Step 1: Departmental Interviews The League will meet with each of the 9 departments to review their document management needs. This interview will gather information for analysis to determine: • What documents (or files) are cost effective to image • What process should be used to effectively image the documents • How documents will be retrieved • What are the effects on public records laws and State retention requirements • What interfaces are necessary from existing systems into the records management system • Interviews and Analysis By Department Confidential Page 5 November 11, 2003 F~uwiua Lra~:ur. nrCrru•_r. ~~c. Winter Springs, Florida Records Management Plan Proposal Step 2: Generate White Paper on Retention Requirements Through review of State statutes and analysis of the technology, the League will develop a white paper to specifically address the issues of retention. (Note: This will not be a legal opinion, but will provide the City Attorney with relevant information upon which to provide the City with a legal opinion). Phase III -Implementation Plan Development and Identifying Needs Step 1: Develop Implementation Plan The League will develop a detailed implementation plan for the records management project to include: • A specifically identified action plan with priorities • Identified milestones, with timeframes and deadlines • Identification and assignment of responsibilities • Recommendation for potential strategic outsourcing opportunities Step 2: Hardware /Software Needs After completing the analysis and developing an implementation plan, the League will provide an itemized list of hardware, software, training and any other items that need to be purchased to implement the plan. Whenever possible, State contract will be used to identify vendors and cost. Step 3: Determine Project Management Cost The League will provide a final proposal to manage the project on behalf of the City, once all requirements have been identified. Confidential Page 6 November 11, 2003 PIAINIUA ~.I.:ll:lll~:l/1' CIi11.Y,1\l'. Winter Springs, Florida Records Management Plan Proposal Phase IV -Compile Final Implementation Plan and Presentation Step 1: Compile Report All information and research obtained will be compiled into a written implementation plan with an executive summary. The plan will be provided in written form and electronic form using Microsoft Word. Step 2: Generate Presentation Generate a slide presentation using Microsoft PowerPoint to provide a summary of the plan. The plan will be presented to the City. Project Deliverables The final deliverable for this project is an Implementation Plan with specific action items, timeframes, responsibilities and deadlines. In addition the plan will specifically identify an estimated cost associated with the implementation process. The plan will be presented in paper as well as a Microsoft Word 2000 electronic format. The presentation will be in Microsoft PowerPoint 2000. Intermediate Deliverables by Phase: Phase I -Project Initiation • List of stakeholders and schedule of interviews Phase II -Interviews and Analysis By Department • A list of all documents that will be imaged by Department • A recommended process for imaging the documents • Identification and quantification of current backlog that will have to be dealt with • Create a list of issues and questions, by department, along with their corresponding resolutions and answers Phase III -Implementation Plan Development and Identifying Needs • Draft of implementation plan • Specifically identified hardware, software, training and other such needs with associated cost Phase IV -Compile Final Implementation Plan and Presentation • Implementation Plan • Executive Presentation Confidential Page 7 November 11, 2003 Fu~w uu~ Lr_u:uv ur Cmvx i.r. Project Assumptions Winter Springs, Florida Records Management Plan Proposal 1. Access to Personnel: It is assumed that the League will have open access to Winter Springs department heads and other key individuals for interviews. We assume that we will be able to schedule timely appointments for these individuals. 2. Access to Facilities: It is assumed that the League will have open access to Winter Spring's facilities in order to review the technology equipment. We understand that, depending upon the area, we may need to be escorted. 3. Access to Vendors: It is assumed that the League will have open access and cooperation from Winter Spring's software vendors, MUNIS, KIVA, and others identified in the Analysis phase, in order to review the technology equipment. We understand that, depending upon the area; we may need to be escorted. Confidential Page 8 November 11, 2003 Winter Springs, Florida Records Management Plan Proposal Fi.uwm,~ Le.~,mc or C,nrx.,~c. Project Staffing Three individuals with extensive experience and background in the municipal environment and public sector will staff the project. Frank Hagy will serve as the Project Executive and will provide project oversight. Sherry Hilley will serve as Project Manager on the project and will be fully involved in all aspects of the project. Tom Babington will be developing the white paper (issues document) relating to the retention of documents. Franklin R. Haav, CPM Frank Hagy is the Chief Information Officer for the Florida League of Cities. He has over thirty years of experience in the technology industry spanning both public sector and private industry. The past twenty years have been spent in senior level management positions developing and implementing technology visions and plans. Prior to coming with the League he was an Associate Director with Gartner Group Consulting specializing in State and Local Government information technology governance, strategic planning, outsourcing, and implementation strategies. Mr. Hagy served as the Director and Chief Information Officer for the City of Orlando, Florida. As the City's first Director of Technology, Mr. Hagy created a full service IT organization establishing and implementing all appropriate policies, procedures and methods of IT governance. Application systems implemented include financial and accounting, public safety computer aided dispatch and records management, permitting, geographic information systems, public works, environmental services, and recreation systems. Implemented systems included Internet, Intranet and mobile technologies. Responsibilities included management and maintenance of an infrastructure necessary to support a two thousand plus user base with associated local and wide area networks. During this period Mr. Hagy was twice elected as President of the Florida Local Government Information Systems Association and was very active in legislative issues regarding technology at the Florida State capital. Additionally, Mr. Hagy was Branch Manager at EG&G Corp. at Kennedy Space Center. In this position he was responsible for applications, databases and the technology infrastructure necessary to support NASA base operations including facilities management and public safety. Here he served on NASA's quality assurance council and received NASA's quality contractor award. Mr. Hagy also provided technology Confidential Page 9 November 11, 2003 Winter Springs, Florida Records Management Plan Proposal Fu~rtnM li_~cur uvCmrx, ~K. leadership in private industry as the Director of Information Systems and Director of Finance for a subsidiary of General Mills, Inc. Education: Mr. Hagy holds an MBA from Nova University, a BS degree in Management Science from Shenandoah College and has obtained a Certified Public Manager (CPM) designation from Florida State University. Mr. Hagy has also served an adjunct professor for Barry University, Chairman for the Business Advisory Council for Vocational/Technical Education and as a Board Member for Valencia's Community College technology programs for the disabled. He is the founder of the Orlando Community Services Network; technology systems that assist non-profit agencies in providing quality services to the homeless and indigent. Sherry L. Hilley, CISA Sherry Hilley is the Training and Development Manager for the Florida League of Cities. She has over fifteen years of experience in the technology industry working for the public sector. The past eleven years have been spent in senior level management position developing and implementing software technology. Prior to coming with the League she was Software Support Senior Manager at the City of Orlando specializing in information technology strategic planning, implementation strategies, implementing all appropriate policies, procedures and methods of IT governance. Application systems implemented include financial and accounting, public safety computer aided dispatch and records management, permitting, geographic information systems, public works, environmental services, and recreation systems. Implemented systems included Internet, Intranet and mobile technologies. She established a Learning Center for the training of desktop and system applications. During this period Mrs. Hilley was elected several times to serve on the Board of Directors for the Central Florida Midrange Users Group providing IT training for the technical group. During her first four years with the City, she worked with the Internal Audit Department providing Compliance, Financial and Information Systems (IS) Audits. She assisted external auditors with the IS portion of their review each year. Mrs. Hilley is still very active with the Central Florida Chapter of Information Systems Auditors and Control Association and the International Board supporting their annual control conference. Confidential Page 10 November 11, 2003 Fureron LrauueurCmrs, ~.~i'. Winter Springs, Florida Records Management Plan Proposal Additionally, Mrs. Hilley was Assistant Comptroller for American Bakeries Inc. in the Orlando office. In this position she was responsible for all financial applications, databases and production requirements for the Central Florida area of product distribution. Education: Mrs. Hilley holds a BS degree in Accounting from Florida Southern College and has obtained a Certified Information Systems Auditor (CISA) designation from the Information Systems Audit and Control Association. Tom Babinaton Tom Babington has spent over 25 years in senior leadership roles in the IT industry, in both the private and public sector, in telecommunications and in IS, as an IT manager and as an IT consultant. Most recently, Tom served as a Vice President for Gartner Consulting, a role in which he delivered consulting services and managed a team of consultants, which provided IT management consulting for private sector firms as well as state and local governments in the southeast U.S. Prior to joining Gartner, Tom was the Director of Information Technology for Orange County, Florida for six years, which followed an eight-year period during which he was the county's Telecommunications Manager. As an employee of Orange County, Tom headed the Region 9 Radio Coordination efforts for 800MHz, represented the county in all PTI activities (Public Technology Incorporated), served on PTI's Urban Consortium, completed anine-month Leadership Orlando program, provided leadership for the founding and later served as president of the Wetl-Connected Community (a grass roots, not-for-profit organization that in 1995 promoted the benefits of community-based web collaboration), and successfully completed athree-week program for Senior Executives in State and Local Government at the John F. Kennedy School of Government, Harvard University. In addition to having been a guest speaker for various user's groups and ICMA conferences over the years, Tom has contributed articles to health care and government publications, including the League's "Quality Cities" magazine. His professional experiences have covered all aspects of managing the IT environment. Confidential Page 11 November 11, 2003 FUIRIUA r.f_AI:111:1 W CRL'3.Itif. Winter Springs, Florida Records Management Plan Proposal Project Schedule It is estimated that this project will take ten weeks to complete. Weeks Step 1 2 3 4 5 6 7 8 9 10 Phase I -Initiate Project ~ Phase II -Interviews and Analysis by Department Phase III -Implementation Plan Develo ment and Identi in Needs Phase IV -Com ile Final p Im lementation Plan and Presentation Confidential Page 12 November 11, 2003 Fwe ion Lraaur: or CITIYS. irr. Winter Springs, Florida Records Management Plan Proposal Project Cost Fees are based upon the amount of time required to complete our assignment in a thorough and professional manner. This project will take approximately 301 hours to complete and up to 15 to 18 trips to the City of Winter Springs over a period of 8 to 10 weeks. The League guarantees that total labor cost and actual expenses will not exceed $33,015 to complete this scope of work. An initiation fee of $5,000 is required to start the project. All remaining fees are payable 30 days after completion of the project. The City's obligations to the League under this Agreement shall terminate upon receipt by the League of all outstanding fees due from the City. The project is deemed complete upon the City's receipt of the final report at the management presentation. The League's obligations to the City under this Agreement shall terminate upon the City's receipt of said report. This project definition and fee quote is valid until November 30, 2003. Confidential Page 13 November 11, 2003 Winter Springs, Florida ~~yr Records Management Plan Proposal (! i i~ Fu»mM Lr_~cut ~~r Cm~s. ~~. Contractual 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 Springs 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. Entire 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. Approvals: F anklin R. Hagy, Chief Information Officer Date Florida League of Cities Agreed To on behalf of the City of Winter Springs: Signature: Date Title: Confidential Page 14 November 11, 2003