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HomeMy WebLinkAbout2002 04 22 Consent E Information Technology Strategic Plan < , COMMISSION AGENDA ITEM E CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR 04/22/02 Meeting MGR. V /DEP~ Authorization . REQUEST: The Information Services Department is requesting an additional appropriation and authorization for the City Manager to contract with Florida League of Cities for a consultant to prepare Information Technology Strategic Plan. PURPOSE: To obtain funding and authorization to contract with Florida League of Cities on the attached proposal to create a comprehensive Information Technology strategic, tactical, and budgetary plan for the next 2-5 years. CONSIDERATIONS: On March 25, 2002, the Commission directed the Information Services Director to bring back, within eight weeks, a Comprehensive Information Technology plan proposal, with an aggressive emphasis on the first 2 years in order to accomplish a number of high-priority projects, while still planning for the last 3 years of the 5-year plan. We contacted Florida League of Cities (The League) regarding our Information Technology plan needs and solicited a proposal. The League has a lot of experience with the needs of Municipalities and provides many products and services to its member agencies. U:\Docs\Agenda Items\FY 2002\April 2002\042202 Consent E Request Approval for FLC consulting for IT Strategic Plan.doc We feel that The League understands our Information Technology needs both from a business standpoint, local government standpoint, and from a strategic and tactical perspective. The Information Services Department is currently unable to set aside the amount of time necessary to focus on creating this plan, since this plan should be somewhat detailed with regard to: ./ Departmental Analysis/current status of operations (how we currently work, organizational structure, work load, etc) ./ Review of the projects yet to be completed in this fiscal year and the manpower needed to complete said projects ./ Prioritization of all projects in order to bring The City current with all aspects of technology. ./ Make recommendations for change to our plan according to the technology available at the time, in order to stay current. ./ Analyze the efficiency of the Information Services Department and give recommendations for improvement We hope to help the City create a more user-friendly interface for residents in a number of ways and to make it easier to get information from the City. In order to do this right, we must first plan properly so that budgeting and implementation will be much smoother. FUNDING: Additional appropriation from General Fund requested in the amount of $28,500. RECOMMENDATION: Information Services recommends that the Commission authorize an additional appropriation in the amount of $28,500, and authorize the City Manager to enter into a contract with FLC to assist the Information Services Department in creating a solid 2-5 year Information Technology Plan. IMPLEMENTATION SCHEDULE: To begin April 23, 2002, if approved by commission. ATTACHMENTS: Strategic Plan Proposal COMMISSION ACTION: U:\Docs\Agenda Items\FY 2002\ApriI2002\042202 Consent E Request Approval for FLC consulting for IT Strategic Plan.doc City of Winter Springs, Florida Proposal For Strategic Plan April 22, 2002 FLOR1DA LEAGUE OF ClTillS Infonnation Services 125 E. Colonial Drive - P.O. Box 530065 - Orlando. Florida 32853-0065 Winter Springs, Florida Strategic Plan Proposal ~ PIA'RUM l.l!A(~I~ OIICITII'.."f..ISC. Table of Contents About the Florida League of Cities ..............................................................................3 Backgrou nd ................................................................................................................... 6 The League's Understanding of Your Needs ..............................................................8 Project Approach .......................................................................................................... 9 Project Del iverables.................................................................................................... 13 Project Constraints...... ............................................................................................... 14 Project Staffi ng ..................................... ...................................................................... 15 Project Schedu Ie......................................................................................................... 19 Project Cost................................................................................................................. 20 Contractual Terms and Cond itions.................................................................. .......... 21 Confidential Page 2 April 16. 2002 Winter Springs, Florida Strategic Plan Proposal f'.t~RIL)'\ I.P.A(all!(JtlCITII:..<;.I~C. 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. The following is an abbreviated list of the current services the League provides. . Research Services: The League provides a link to various critical local government resources such as grants, loans and technical assistance. . Legal Services: The League provides legal services and legal/ordinance research for member agencies. . Publications: The League provides a host of publications relating to local government issues and operations. Most of these publications are free to members and may be purchased by non-members for a fee. . Lobbying Services: The League provides extensive advocacy services for members at both the state and federal levels. . Education and Training: The League provides significant opportunities for member training and education including annual conferences, legislative conferences, the Institute for Elected Municipal Officials and other special educational opportunities. . Public Risk Services: The League administers the Florida Municipal Insurance Trust (FMIT), which offers all governmental agencies a wide range of insurance products including property, casualty, workers' compensation and liability. Confidential Page 3 April 16, 2002 Winter Springs, Florida Strategic Plan Proposal FI.UHIIM 1..F.A(;UI~m'CITII'.s.ISl~. . Delinquent Occupational License Tax Collections Program: The League works with a service agency to collect delinquent occupational license taxes on behalf of its members. . Financial Services: Services include management of pension trust funds, assistance in development and renewal of franchise agreements for telecommunications and utility services, master lease programs and bond programs. In addition to the member services provided above, 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, 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. For those services needed by our members that do not fit the "pooling" model, the League will endeavor to provide the service dirE~ctly. The following are the services currently available: . Legislative Tracking - The League, through a partnership with Lobbytools, Inc., is now able to provide one of Florida's best legislative tracking tools. Lobby tools has been customized for the League and local governments and allows you to work smarter not harder. In addition to offering a full array of traditional on-line bill tracking systems and fecltures, Lobby tools goes far beyond, establishing a new standard with a powerful line-up of timesaving, integrated information management features. This software allows you to synchronize all data to your palm device to keep you up..to-date when traveling. . Consulting Services - Strategic planning for all local governments is a key to success in providing technology-driven services and satisfying the demands of the public. Through the year 2008, successfully leveraging IT to transform the enterprise and create value..added services will become a universal organizational competency (Gartner 0.8 probability). Cities must be able to successfully plan for new technology and to integrate that plan into the overall strategic direction of the city. E-government solutions are key elements in strategic planning. Enterprises that fail to define processes and responsibilities and aggressively develop strategic plans will falter, leading to high cost and low utilization of technology. Consulting services include strategic planning, feasibility Confidential Page 4 April 16, 2002 Winter Springs, Florida Strategic Plan Proposal ~ PUJHIU/\ l.I::,\C..Ut;(U'CITll'~, ISC. studies, performance measurement, independent verification and validation of technology projects, IT sourcing options, procurement assistance, etc. . Web Design and Hosting - There is a strong demand for development, implementation and maintenance of Internet Web sites in small and medium- sized cities. Constituents and elected leaders are driving cities to provide these services, but they may not have the personnel or expertise to implement the technology. Much of the work to create Web sites and Web pages can be leveraged between cities. There is an opportunity to increase the cost effectiveness of Web site hosting and services through establishing a core team of in-house FLC personnel to provide these services. Prime contract relationships will be developed for special expertise and/or peak workloads. For local governments that need custom design services, FLC will have in-house resources that can provide web design and hosting capabilities. For local governments that need or desire full services, FLC will provide a packaged offering that will include the hardware and software to allow users to design, implement and update their own web sites through the use of multiple predefined templates. This offering will include full web hosting services as well as assistance in design and implementation of the hardware/software and telecommunications infrastructure necessary to support web operations. These services will be accomplished through partnerships with industry leaders in providing web design and hosting facilities combined with expertise provided by the FLC staff. . Online Training - The League has entered into a joint agreement with the City of Tallahassee and Learnsomething.com to bring online training to local governments. By clicking on the FLC education button on the FLC web site, choosing a course of study and entering a credit card number, you can have immediate access to professional courses designed for delivery in an online format. Through testing, progress and knowledge can be tracked by an individual employee. Also, an individual can easily start a course and pause the instruction at any point, and return to that point to continue the learning process. Courses can be purchased as modules or in total. For a very low subscription rate, employees can have access to over 350 courses online that range from negotiating skills to how to use Microsoft Office products. Confidential Page 5 April 16, 2002 Winter Springs, Florida Strategic Plan Proposal .... fl.ORII),\ tl!.A(~IW(WCITIES, INC. . Complaint Tracking - The League has entered into partnership with Mainline, Corp. to reengineer the Civic Tracker complaint tracking system into a new system called "Better Place". This system is being completely redesigned and programmed to operate as an ASP product through Mainline. This software tracks complaints and issues, automatically notifies responsible departments or individuals of the complaint and provides appropriate feedback to ensure complaints are handled on a timely basis. Citizens can enter and track their complaints through the Internet thus reducing the number of phone calls to the jurisdiction. As an ASP this product will be site licensed at an affordable rate based upon jurisdiction size. . Online Auctions - The League has a new strategic partnership with GovDeals to provide Cities and Agencies with an opportunity to purchase and sell surplus equipment, utilizing the enormous global reach of the Internet. This unique state- of-the-art online auction service allows League members to conduct online transactions of surplus, abandoned and confiscated equipment, and property. With GovDeals (www.Qovdeals.com). not only can you list your equipment for sale immediately, but also your items are exposed to a much larger group of registered buyers interested in government surplus. GovDeals has a list of registered buyers available for all kinds of equipment. They provide training on how to use the GovDeals website and your surplus equipment is pictured on the Internet for all to see. Once you go online with your surplus equipment, GovDeals sends an email to all their registered buyers who are looking for particular types of equipment, computers, trucks, etc. Background On March 28, 2002, the City of Winter Springs contacted the Florida League of Cities (League) to request a proposal to create an Information Technology Strategic Plan. The City Commission has called for a plan to be prepared and presented at its May 13, 2002 commission meeting. Frank Hagy, cia for the League, met with Joanne Dalka, IS Director for Winter Springs, and others on April 1, 2002 to discuss the scope and depth Confidential Page 6 April 16, 2002 . pI.()Hm,\I.IC\"U1'm'ClTle_..'~c. Winter Springs, Florida Strategic Plan Proposal of the plan to be developed. At this time several possible projects were discussed including, but not limited to: . Document and records management system with appropriate interfaces to the web for public access. . Performing web based interactive applications such as Permitting, Occupational Licenses, and Utility Billing and others using plug-in software from existing software vendors. . Providing citizens with the ability to electronically file and track complaints through the web. This would also include interfacing with existing applications such as code enforcement. . Implementation of paperless agenda for City Council meetings. . Upgrading of the network infrastructure from NT 4.0 to Windows 2000. . Centralized backup system for the network. . Implementation of mobile police computer aided dispatch system . Web based email. . Revamping of the web site and possibility of hosting the site in-house. . Field inspections using PDA devices for building inspectors interfaced with the KIVA system. . SGTV and Kiosk - In-house production of video and other presentations. It was discussed that the plan is to be strategic in nature providing an overall technology vision for the next three to five years, but should be specific in identification of key projects to be implemented in the coming two years. The plan also needs to identify the financial and human resources needed to meet the stated objectives. Confidential Page 7 April 16, 2002 Winter Springs, Florida Strategic Plan Proposal PU)RIIl,\ It:.\(:UI!OI'CITII'~''', IS<<:. The League's Understanding of Your Needs It is our understanding that the City of Winter Springs desires an Information Technology Strategic Plan that will align its technology investments with its business objectives and serve as a guide to the prioritization, development, management and implementation of technology services. This plan is a consolidation of elements of both strategic and tactical planning into a single comprehensive technology plan upon which positive actions can be based. The strategic portion of the plan seeks to develop an understanding of the organization, its mission and the needs of the citizens resulting in a long-term technology vision. This portion of the plan provides a thorough understanding of the current technology environment as it relates to the business functions and identifies strengths, weaknesses, opportunities and threats that currently exist. An understanding of current business needs will be measured against the current technology environment to determine gaps and thus identify opportunities for improvements that can better serve the organization in achieving its goals. This process will form the foundation upon which future technology decisions will be made. It ensures that new projects and systems are consistent with the current and anticipated technology architecture to avoid unnecessary future time, expense and complications in expanding technology services. The tactical plan is concerned with developing realistic action plans for the acquisition and deployment of city resources to carry out the strategies identified in the strategic portion of the plan. Identified here are specific projects for the coming two to three years with associated cost and resource information. Projects will be prioritized into a clear action plan. This comprehensive strategic technology plan will address the following elements: . Strategic, tactical and operational needs of the organization expressed in terms of business needs compared to existing technology resources. . Budgetary and cost information necessary for fiscal planning of the technology function. . Human, managerial, professional and technical skills needed to accomplish the task, including recruitment, training, cost and deployment of those resources. Confidential Page 8 April 16, 2002 . FWHID^ I.FJ"'""CWC'TII"'.ISr. Winter Springs, Florida Strategic Plan Proposal . Organizational plan to ensure technology resources are best utilized in an efficient and effective manner giving due consideration to outsourcing opportunities. 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 Pertinent documentation relating to the mission, vision, current and planned projects, and technical architecture are gathered and reviewed. This will provide a starting point for the current environment analysis. Step 3: Determine Mission and Vision of the Technology Organization Develop a technology mission and vision statement. Confidential Page 9 April 16,2002 ~ I'WHII),\ 1.F.A<,u",,,,Crrnc,, ISC. Winter Springs, Florida Strategic Plan Proposal Phase II - Review and Analyze the Current Technical Environment Step 1: Review the Current Technical Environment After reviewing the document, the League will review the current technology environment through a series on on-site interviews and physical investigations, This review will include, but not be limited to: . The technology infrastructure. . Current technology projects, . Current applications. . The technology organization and structure. Step 2: Develop a SWOT Analysis Using the data retrieved from the review of the technical environment, the League will document the strengths, weaknesses, opportunities and threats (SWOT) of the current environment. Phase III-Identifying Future Needs Step 1: Interview Stakeholders Armed with an understanding of the current environment and the SWOT analysis, the League will interview each of the department heads and other key officials (approx. 2 hours each) identified in Step 1 as stakeholders. The purpose of these interviews will be to: . Discover or confirm the mission and vision for the Information Technology function. . Document and assess their view of the current technology environment. . Document and assess their view of future critical strategic business needs. . Document and assess their view of how services to citizens can be improved through the use of technology. Confidential Page 10 April 16, 2002 ~ PI.U.IU^I.t""'UJ"'rClTlr_'.I~C. Winter Springs, Florida Strategic Plan Proposal Phase IV - Analysis Step 1: Gap Analysis Based upon the input from Phases II and III, the League will determine the gap between the existing state of technology at the City and the desired state. The result of this analysis is to identify specific technology projects needed to fill the gaps. Step 2: IT Organizational Analysis In this step the current IT organization is analyzed to determine the future needs in terms of resources and organizational structure. This analysis is conducted with a view of the current and future maintenance tasks, industry standards and an analysis of other municipal organizations of similar size and scope. Specific resources needed will be identified with roles, responsibilities and estimated cost. Various governance options will be explored and a suitable recommendation developed. The analysis will include a review of the current business practices for the technology organization, staffing and personnel assignments. This step will be ongoing through the next phase. Phase V - Develop Action Plans Step 1: Research and Develop Profile for Projects Identified The League will develop a profile for each of the projects identified in Step 1. This profile will include a project description, two or three applicable vendors that might provide the system, estimated cost, estimated human resources, and estimated timeframe to complete. The profile will also identify interfaces, dependencies, implementation risk and anticipated level of complexity in integrating with existing business processes. Step 2: Develop Priority Recommendation The League will recommend a priority for the development of the taking into account the interfaces, dependencies and risk of implementation. This will form the basis for an action plan for the coming two years. Confidential Page 11 April 16, 2002 FUlRIIJ,\ tr.AlOImIWClTm.'.ISf.. Winter Springs, Florida Strategic Plan Proposal Phase VI - Compile Final Report and Presentation Step 1: Compile Report All information and research obtained will be compiled into a single report with an executive summary. The report will be provided in written form and electronic form using Microsoft Word. The following is an example of the table of contents for the report. Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: Section 8: Table of Contents Executive Summary Mission and Vision Statement Evaluation of the Technology Environment Identification of Business Needs Gap Analysis and Project Recommendations Profiles for Recommended Projects IT Governance and Organizational Structure Strategies. Initiatives and Priorities for the Coming Two years Step 2: Generate Presentation Generate a slide presentation using Microsoft PowerPoint to provide a summary of the findings. Frank Hagy will present the report to the Commission at a mutually agreed upon date. Confidential Page 12 April 16, 2002 Winter Springs, Florida Strategic Plan Proposal ~ Fl.nHm/\LI~\HUllm:CITII'_o;;.IS(:. Project Deliverables The final deliverable for this project is a Strategic Plan with a specific action plan for the next two to three years and a summarized slide presentation. In addition there will be intermediate deliverables that will be reviewed by the project team. 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 Oeliverables by Phase: Phase 1- Project Initiation . List of stakeholders and schedule of interviews. Phase II - Review and Analyze the Current Technical Environment . Documentation of the current technology infrastructure. . Documentation of the current applications. . Documentation of the current technology organization. . SWOT analysis document. Phase III - Identifying Future Needs . Final mission and vision statement based upon interviews. . Summarization of the stakeholder interviews. Phase IV - Analysis . List of specific projects to be accomplished. . Technology organizational analysis. Phase V - Develop Action Plans . Project profile for each new project recommended. . Priority Recommendation. Phase VI - Compile Final Report and Presentation . Final Strategic Plan. . PowerPoint Presentation. Confidential Page 13 April 16,2002 Winter Springs, Florida Strategic Plan Proposal fI.URIIJ,\ 1~I!AmW()JICITII!.."".INr.. 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 Springs' facilities in order to review the technology equipment. We understand that, depending upon the area, we may need to be escorted. Project Constraints 1. Time Limitation: The League has a limited time in which to produce this report for Winter Springs. Therefore, it is understood that the League will provide the best possible information and analysis based upon the time allotted. Because of the time constraint, the amount of time needed to research cost and time estimates on specific future projects will be limited. We will research two or three alternatives and use our best judgment in providing the estimated cost, timeframes and schedules, which should be sufficient to make high-level management and priority decisions. However, additional research should be conducted for each of the future projects before making a final decision on vendors or direction. Confidential Page 14 April 16, 2002 Winter Springs, Florida Strategic Plan Proposal FUlHIII/\ l..a~A(~III~(WCITII!.~.ISC. Project Staffing Four individuals with extensive experience and background in the municipal environment and public sector will staff the project. Frank Hagy will serve as the Project Manager and will be fully involved in all aspects of the project. Michael van Zwieten will provide assistance in reviewing the current technology environment and making recommendations for future enhancements. Sherry Hilley will provide assistance throughout the project with special emphasis on determining new projects and their profiles. Mike Taylor will provide research assistance in all phases of the project. 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 Confidential Page 15 April 16,2002 Winter Springs, Florida Strategic Plan Proposal ~ FU)HIlI,\ l.eAt.III! mtCl'rIJ'R<il:, ISC. 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 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 Confidential Page 16 April 16, 2002 Winter Springs, Florida Strategic Plan Proposal fl.UHIO,\ 1..1:.\(:UJ:~)flC'Tn:.'f,.I~c. 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. 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. Michael J. van Zwieten. MSCE. CNA Mike has been the Assistant Director of Information System for the Florida League of Cities since 1997. His efforts in developing the local and wide area network infrastructure, implementing standard practices and programming custom applications has assisted the League and other cities in reducing cost while increasing efficiency. Mike is currently responsible for all network management and supervises the implementation and maintenance of complex application systems and provides overall management direction and quality assurance to network infrastructure consulting projects. His previous employment includes acting as Network Administrator for Flight Safety International Training Systems where he was responsible for managing a complex network including web, ftp, email servers and other servers critical to the operation. Mike as also been a programmer/analyst developing instructor led computer- based training solutions specializing in Microsoft Access and Visual Basic application programming and design. Education: Mike holds a BS degree in Aviation Management/Flight Technology. He is a Microsoft Certified Systems Engineer (MCSE) and a Certified Novell Administrator (CNA). Mike Tavlor Mike has been the Information Services Assistant for the Florida League of Cities since December 2000. He reports directly to the Cia, assisting with consulting projects, Confidential Page 17 April 16, 2002 . fI.UHII",L1~"III~'lI'Cn'llc'.I"C. Winter Springs, Florida Strategic Plan Proposal assembling and compiling data for reports and presentations, developing contracts, and performs staff assistance on difficult and complex projects and programs pertaining to administrative, organization, and operation considerations. In addition to these duties, Mike supports customers with the FLC software offerings, Better Place, IBM Web Hosting, Lobbytools, and GovDeals. Mike is also the contact person for the Florida Local Government Information Systems Association (FLGISA). He organizes multiple conferences each year, updates their member and vendor databases, updates their web page, and is the main contact for members. Before coming to the Florida League of Cities, Mike worked as a Technology Coordinator for an elementary school in Orlando where he was in charge of 100 computers, the local area network, and network applications serving students and the instructional staff. Education: Mike graduated from Eastern Kentucky University with a Bachelor of Business Administration, emphasis on Computer Information Systems. Mike is also a Microsoft Certified Professional. Confidential Page 18 April 16,2002 Winter Springs, Florida Strategic Plan Proposal FU)RIO,\ l.flAt....ll (WCITIIt.'ii,ISf.. Project Schedule It is estimated that this project will take eight weeks to complete. Because of the desire to have recommendations prior to June 17, 2002, we are prepared (and must) start immediately. We will present our proposal to the Commission at the June 24, 2002 Commission Meeting. Weeks Step 1 2 3 4 5 6 7 8 9 10 Phase I - Project Initiation - Phase II - Review and Analyze the Current Technical Environment Phase III-Identify Future Needs Phase IV - Analysis Phase V - Develop Action Plans Phase VI - Compile Final Report and Presentation Confidential Page 19 April 16, 2002 . F....RIJI,\I."""lII"lI'CITI.c...Sr.. Winter Springs, Florida Strategic 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 300 hours to complete and up to 5 to 8 trips to the City of Winter Springs over a period of 5 to 6 weeks. Onlv hours actuallv expended will be charged at a rate of: . $50 for Mike Taylor . $75 per hour for Michael van Zwieten . $100.00 per hour for Sherry Hilley . $125 per hour for Frank Hagy The Leaaue auarantees that total labor cost not to exceed $28.200 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 $300.00. 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 April 30, 2002. Confidential Page 20 April 16,2002 b "waID,' L"''':U''lII'C".,e.~.ls<. Winter Springs, Florida Strategic 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: ;(:_ /)j)/) /).,A L? .......-::::> , I ~ '-1/. 'V'"'rr / Signature: Title: Date Confidential Page 21 April 16, 2002 .-.. City of Winter Springs, Florida Proposal For Strategic Plan April 22, 2002 FLORIDA LEAGUE OF CITIES Infonnation Services 125 E. Colonial Drive - P.O. Box 530065 - Orlando. Florida 32853-0065 '-. ~ I'WKIIl"I.ac,\l;!II,,,,'ClTIlC'.IW. Winter Springs, Florida Strategic Plan Proposal Table of Contents About the Florida League of Cities .............................................................................. 3 Background ...... .............................. ..... .......... ....... .... ............... ....... .................... ...........6 The League's Understanding of Your Needs .............................................................. 8 Project Approach......................... ......................................................... ........................ 9 Project Oeliverables.......... ...... .................................................................................... 13 Project Constrai nts ..................................................................................................... 14 Project Staffi ng ................ ........................................................................................... 15 Project Schedu Ie..... .......................................................................... .......................... 19 Project Cost................................................................................................................. 20 Contractual Terms and Conditions................ .................................. ........ ......... ......... 21 Confidential Page 2 April 29,2002 Winter Springs, Florida Strategic Plan Proposal FI.(lHIII,\ I.L\C;UI; (1I'CITIE..... ':O;C:. 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. The following is an abbreviated list of the current services the League provides. . Research Services: The League provides a link to various critical local government resources such as grants, loans and technical assistance. . Legal Services: The League provides legal services and legal/ordinance research for member agencies. . Publications: The League provides a host of publications relating to local government issues and operations. Most of these publications are free to members and may be purchased by non-members for a fee. \ . Lobbying Services: The League provides extensive advocacy services for members at both the state and federal levels. . Education and Training: The League provides significant opportunities for member training and education including annual conferences, legislative conferences, the Institute for Elected Municipal Officials and other special educational opportunities. . Public Risk Services: The League administers the Florida Municipal Insurance Trust (FMIT), which offers all governmental agencies a wide range of insurance products including property, casualty, workers' compensation and liability. Confidential Page 3 April 29, 2002 Winter Springs, Florida Strategic Plan Proposal 1:1.( INIIM 1.1~;'(~III! (U'CI'fII~"'.I,~('. . Delinquent Occupational License Tax Collections Program: The League works with a service agency to collect delinquent occupational license taxes on behalf of its members. . Financial Services: Services include management of pension trust funds, assistance in development and renewal of franchise agreements for telecommunications and utility services, master lease programs and bond programs. In addition to the member services provided above, 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, 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. For those. services needed by our members that do not fit the "pooling" model, the League will endeavor to provide the service directly. The following are the services currently available: . Legislative Tracking - The League, through a partnership with Lobbytools, Inc., is now able to provide one of Florida's best legislative tracking tools. Lobbytools has been customized for the League and local governments and allows you to work smarter not harder. In addition to offering a full array of traditional on-line bill tracking systems and features, Lobbytools goes far beyond, establishing a new standard with a powerful line-up of timesaving, integrated information management features. This software allows you to synchronize all data to your palm device to keep you up-to-date when traveling. . Consulting Services - Strategic planning for all local governments is a key to success in providing technology-driven services and satisfying the demands of the public. Through the year 2008, successfully leveraging IT to transform the enterprise and create value-added services will become a universal organizational competency (Gartner 0.8 probability). Cities must be able to successfully plan for new technology and to integrate that plan into the overall strategic direction of the city. E-government solutions are key elements in strategic planning. Enterprises that fail to define processes and responsibilities and aggressively develop strategic plans will falter, leading to high cost and low utilization of technology. Consulting services include strategic planning, feasibility Confidential Page 4 April 29, 2002 Winter Springs, Florida Strategic Plan Proposal Fl.tJH:IIM 1.1:..\(;t1I:tIl'CITII~"".I;\'C. studies, performance measurement, independent verification and validation of technology projects, IT sourcing options, procurement assistance, etc. . Web Design and Hosting - There is a strong demand for development, implementation and maintenance of Internet Web sites in small and medium- sized cities. Constituents and elected leaders are driving cities to provide these services, but they may not have the personnel or expertise to implement the technology. Much of the work to create Web sites and Web pages can be leveraged between cities. There is an opportunity to increase the cost effectiveness of Web site hosting and services through establishing a core team of in-house FLC personnel to provide these services. Prime contract relationships will be developed for special expertise and/or peak workloads. For local governments that need custom design services, FLC will have in-hous~ resources that can provide web design and hosting capabilities. For local governments that need or desire full services, FLC will provide a packaged offering that will include the hardware and software to allow users to design, implement and update their own web sites through the use of multiple predefined templates. This offering will include full web hosting services as well as assistance in design and implementation of the hardware/software and telecommunications infrastructure necessary to support web operations. These services will be accomplished through partnerships with industry leaders in providing web design and hosting facilities combined with expertise provided by the FLC staff. . Online Training - The League has entered into a joint agreement with the City of Tallahassee and Learnsomething.com to bring online training to local governments. By clicking on the FLC education button on the FLC web site, choosing a course of study and entering a credit card number, you can have immediate access to professional courses designed for delivery in an online format. Through testing, progress and knowledge can be tracked by an individual employee. Also, an individual can easily start a course and pause the instruction at any point. and return to that point to continue the learning process. Courses can be purchased as modules or in total. For a very low subscription rate, employees can have access to over 350 courses online that range from negotiating skills to how to use Microsoft Office products. Confidential Page 5 April 29. 2002 Winter Springs, Florida Strategic Plan Proposal 1:'.OH:lIJ,\ I.E,\tall~ nt' CITII:S.I~'C . Complaint Tracking - The League has entered into partnership with Mainline, Corp. to reengineer the Civic Tracker complaint tracking system into a new system called "Better Place". This system is being completely redesigned and programmed to operate as an ASP product through Mainline. This software tracks complaints and issues, automatically notifies responsible departments or individuals of the complaint and provides appropriate feedback to ensure complaints are handled on a timely basis. Citizens can enter and track their complaints through the Internet thus reducing the number of phone calls to the jurisdiction. As an ASP this product will be site licensed at an affordable rate based upon jurisdiction size. . Online Auctions - The League has a new strategic partnership with GovDeals to provide Cities and Agencies with an opportunity to purchase and sell surpJus equipment, utilizing the enormous global reach of the Internet. This unique state- of-the-art online auction service allows League members to conduct online transactions of surplus, abandoned and confiscated equipment, and property. With GovDeals (www.Qovdeals.com). not only can you list your equipment for sale immediately, but also your items are exposed to a much larger group of registered buyers interested in government surplus. GovDeals has a list of registered buyers available for all kinds of equipment. They provide training on how to use the GovDeals website and your surplus equipment is pictured on the Internet for all to see. Once you go online with your surplus equipment, GovDeals sends an email to all their registered buyers who are looking for particular types of equipment, computers, trucks, etc. Background On March 28, 2002, the City of Winter Springs contacted the Florida League of Cities (League) to request a proposal to create an Information Technology Strategic Plan. The City Commission has called for a plan to be prepared and presented at its May 13, 2002 commission meeting. Frank Hagy, cia for the League, met with Joanne Dalka, IS Director for Winter Springs, and others on April 1 , 2002 to discuss the scope and depth Confidential Page 6 April 29,2002 Winter Springs, Florida Strategic Plan Proposal 1:I.(IKIIM 1.1~,\GlIl!nf'CITII'_"'.I~(". of the plan to be developed. At this time several possible projects were discussed including, but not limited to: . Document and records management system with appropriate interfaces to the web for public access. . Performing web based interactive applications such as Permitting, Occupational Licenses, and Utility Billing and others using plug-in software from existing software vendors. . Providing citizens with the ability to electronically file and track complaints through the web. This would also include interfacing with existing applications such as code enforcement. . Implementation of paperless agenda for City Council meetings. . Upgrading of the network infrastructure from NT 4.0 to Windows 2000. . Centralized backup system for the network. . Implementation of mobile police computer aided dispatch system . Web based email. . Revamping of the web site and possibility of hosting the site in-house. . Field inspections using PDA devices for building inspectors interfaced with the KIVA system. . SGTV and Kiosk - In-house production of video c;lnd other presentations. It was discussed that the plan is to be strategic in nature providing an overall technology vision for the next three to five years, but should be specific in identification of key projects to be implemented in the coming two years. The plan also needs to identify the financial and human resources needed to meet the stated objectives. Confidential Page 7 Apri129,2002 Winter Springs, Florida Strategic Plan Proposal fUJRII.,\ tl!,\(;UI!(lI'CITlt'_',ISf. The League's Understanding of Your Needs It is our understanding that the City of Winter Springs desires an Information Technology Strategic Plan that will align its technology investments with its business objectives and serve as a guide to the prioritization, development, management and implementation of technology services. This plan is a consolidation of elements of both strategic and tactical planning into a single comprehensive technology plan upon which positive actions can be based. The strategic portion of the plan seeks to develop an understanding of the organization, its mission and the needs of the citizens resulting in a long-term technology vision. This . portion of the plan provides a thorough understanding of the current technology environment as it relates to the business functions and identifies strengths, weaknesses, opportunities and threats that currently exist. An understanding of current business needs will be measured against the current technology environment to determine gaps and thus identify opportunities for improvements that can better serve the organization in achieving its goals. This process will form the foundation upon which future technology decisions will b'e made. It ensures that new projects and systems are consistent with the current and anticipated technology architecture to avoid unnecessary future time, expense and complications in expanding technology services. The tactical plan is concerned with developing realistic action plans for the acquisition and deployment of city resources to carry out the strategies identified in the strategic portion of the plan. Identified here are specific projects for the coming two to three years with associated cost and resource information. Projects will be prioritized into a clear action plan. This comprehensive strategic technology plan will address the following elements: . Strategic, tactical and operational needs of the organization expressed in terms of business needs compared to existing technology resources. . Budgetary and cost information necessary for fiscal planning of the technology function. . Human, managerial, professional and technical skills needed to accomplish the task, including recruitment, training, cost and deployment of those resources. Confidential Page 8 April 29,2002 ~ F~"R"'^ I""'''U''OI'CITI''~.ISC. Winte,r Springs, Florida Strategic Plan Proposal . Organizational plan to ensure technology resources are best utilized in an efficient and effective manner giving due consideration to outsourcing opportunities. 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 ident.ified and an interview schedule developed. Also the project team is established and oriented. Step 2: Gather Documentation Pertinent documentation relating to the mission, vision, current and planned projects, and technical architecture. are g~thered and reviewed. This will provide a starting point for the current environment analysis. Step 3: Determine Mission and Vision of the Te~hnology Organization Develop a technology mission and vision statement. Confidential Page 9 April 29,2002 ~ fWRIIJAI.""Ue",'C'TIIC'.'SC. WintE!r Springs, Florida Strategic Plan Proposal Phase II - Review and Analyze the Current Technical Environment Step 1: Review the Current Technical Environment After reviewing the document, the League will review the current technology environment through a series on on-site interviews and physical investigations. This review will include, but not be limited to: . The technology infrastructure. . Current technology projects. . Current applications. . The technology organization and structure. Step 2: Develop a SWOT Analysis Using the data retrieved from the review of the technical environment, the League will document the strengths, weaknesses, opportunities and threats (SWOT) of the current environment. Phase III-Identifying Future Needs Step 1: Interview Stakeholders Armed with an understanding of the current environment and the SWOT analysis, the League will interview each of the department heads and other key officials (approx. 2 hours each) identified in Step 1 as stakeholders. The purpose of these interviews will be to: . Discover or confirm the mission and vision for the Information Technology function. . Document and assess their view of the current technology environment. . Document and assess their view of future critical strategic business needs. . Document and assess their view of how services to citizens can be improved through the use of technology. Confidential Page 10 April 29,2002 ~ FWR",,\I"'A"U1'm'CITW_'.I~<. Winter Springs, Florida Strategic Plan Proposal Phase IV - Analysis Step 1: Gap Analysis Based upon the input from Phases II and III, the League will determine the gap between the existing state of technology at the City and the desired state. The result of this analysis is to identify specific technology projects needed to fill the gaps. Step 2: IT Organizational Analysis In this step the current IT organization is analyzed to determine thf3 future needs in terms of resources and organizational structure. This analysis is conducted with a view of the current and future maintenance tasks, industry s.tandards and an analysis of other municipal organizations of similar size and scope. Specific resources needed will be identified with roles, responsibilities and estimated cost. Various governance options will be explored and a suitable recommendation developed. The analysis will include a review of the current business practices for the technology organization, staffing and personnel assignments. This step will be ongoing through the next phase. Phase V - Develop Action Plans Step 1: Research and Develop Profile for Projects Identified The League will develop a profile for each of the projects identified in Step 1. This profile will include a project description, two or three applicable vendors that . might provide the system, estimated cost, estimated human resources, and estimated timeframe to complete. The profile will also identify interfaces, dependencies, implementation risk and anticipated level of complexity in integrating with existing business processes. Step 2: Develop Priority Recommendation The League will recommend a priority for the development of the taking into account the interfaces, dependencies and risk of implementation. This will form the basis for an action plan for the coming two years. Confidential Page 11 Apri129,2002 fl.UHmA r.t~\(;UI:(WCITII~"'.I."Ii(,. Winter Springs, Florida Strategic Plan Proposal Phase VI - Compile Final Report and Presentation Step 1: Compile Report All information and research obtained will be compiled into a single report with an executive summary. The report will be provided in written form and electronic form using Microsoft Word. The following is an example of the table of contents for the report. Section 1: Section 2: Section 3: Section 4: Section 5: Section 6: Section 7: Section 8: Table of Contents Executive Summary Mission and Vision Statement Evaluation of the Technology Environment Identification of Business Needs Gap Analysis and Project Recommendations Profiles for Recommended Projects IT Governance and Organizational Structure Strategies, Initiatives and Priorities for the Coming Two years Step 2: Generate Presentation Generate a slide presentation using Microsoft PowerPoint to provide a summary of the findings. Frank Hagy will present the report to the Commission at a mutually agreed upon date. Confidential April 29, 2002 Page 12 Winter Springs, Florida Strategic Plan Proposal fUIHIIM 1.J;.,\CaW U1'Crm:..",.I~('. Project Deliverables The final deliverable for this project is a Strategic Plan with a specific action plan for the next two to three years and a summarized slide presentation. In addition there will be intermediate deliverables that will be reviewed by the project team. 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" - Review and Analyze the Current Technical Environment . Documentation of the current technology infrastructure. . Documentation of the current applications. . Documentation of the current technology organization. . SWOT analysis document. Phase III - Identifying Future Needs . Final mission and vision statement based upon intElrviews. . Summarization of the stakeholder interviews. Phase IV - Analysis . List of specific projects to be accomplished. . Technology organizational analysis. Phase V - Develop Action Plans . Project profile for each new project recommended. . Priority Recommendation. Phase VI - Compile Final Report and Presentation . Final Strategic Plan. . PowerPoint Presentation. Confidential Page 13 April29,2002 ~ I'I.OK'U.\I..CIl;lI".wC.TIIe'.ISC. Winter Springs, Florida Strate{1ic 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 Springs' facilities in order to review the technology equipment. We understand that, depending upon the area, we may need to be escorted. Project Constraints 1. Time Limitation: The League has a limited time in which to produce this report for Winter Springs. Therefore, it is understood that the League will provide the best possible information and analysis based upon the time allotted. Because of the time constraint, the amount of time needed to research cost and time estimates on specific future projects will be limited. We will research two or three alternatives and use our best judgment in providing the estimated cost, timeframes and schedules, which should be sufficient to make high-level management and priority decisions. However, additional research should be conducted for each of the future projects before making a final decision on vendors or direction. Confidential Page 14 April 29,2002 ,~1t~ 1".OHm.\ 1.",\t;(":CH'CI'I'''''.I~(.. Winte.r Springs, Florida Strategic Plan Proposal Project Staffing Four individuals with extensive experience and background in the municipal environment and public sector will staff the project. Frank Hagy will serve as the Project Manager and will be fully involved in all aspects of the project. Michael van Zwiete:n will provide assistance in reviewing the current technology environment and making recommendations for future enhancements. Sherry Hilley will provide assistance throughout the project with special emphasis on determining new projects and their profiles. Mike Taylor will provide research assistance in all phases of the project. Franklin R. Haav. CPM Frank Hagy is the Chief Information Officer for the Florida League of Citil3S. 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 Confidential Page 15 April 29,2002 ;~'\tul.. 1'.....11." 1.,,"'t:III' 11l'CITII". ,,,. Winter Spr(ngs, Florida Strate!1ic Plim Proposal 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 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 Managl3ment 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 i.s 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 managl3ment 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 Confidential Page 16 Apri129,2002 Winter Springs, Florida Strategic Plan Proposal fUtWllt,\ 1.I'.."all! CU'CITIt!.."'.I~f. 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. 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. Michael J. van Zwieten, MSCE, CNA Mike has been the Assistant Director of Information System for the Florida League of Cities since 1997. His efforts in developing the local and wide area network infrastructure, implementing standard practices and programming custom applications has assisted the League and other cities in reducing cost while increasing efficiency. Mike is currently responsible for all network management and supervises the implementation and maintenance of complex application systems and provides overall management direction and quality assurance to network infrastructure consulting projects. His previous employment includes acting as Network Administrator for Flight Safety International Training Systems where he was responsible for managing a complex network including web, ftp, email servers and other servers critical to the operation. Mike as also been a programmer/analyst developing instructor led computer- based training solutions specializing in Microsoft Access and Visual Basic application programming and design. Education: Mike holds a BS degree in Aviation Management/Flight Technology. He is a Microsoft Certified Systems Engineer (MCSE) and a Certified Novell Administrator (CNA). Mike Tavlor Mike has been the Information Services Assistant for the Florida League of Cities since December 2000. He reports directly to the Cia, assisting with consulting projects, Confidential Page 17 April 29,2002 ~ 1tUj,. 1'0.0.11I.\ 1.1'"\(;"" o"em!!.'.I,'C. Winter Springs, Florida Strateflic Plan Proposal assembling and compiling data for reports and presentations, developing contracts, and performs staff assistance on difficult and complex projects and programs pertaining to administrative, organization, and operation considerations. In addition to these duties, Mike supports customers with the FLC software offerings, Better Place, IBM Web Hosting, Lobbytools, and GovDeals. Mike is also the contact person for the Florida Local Government Information Systems Association (FLGISA). He organizes multiple conferences each year, updates their member and vendor databases, updates their web page, and is the main contact for members. Before coming to the Florida League of Cities, Mike worked as a Technology Coordinator for an elementary school in Orlando where he was in charge of 100 computers, the local area network, and network applications serving students and the instructional staff. Education: Mike graduated from Eastern Kentucky University with a Bachelor of Business Administration, emphasis on Computer Information Systems. Mike is also a Microsoft Certified Professional. Confidential Page 18 Apri129,2002 ,. ;t\1t~ fWN"'^ 1.".A"U1'OrCITlc.'.,,"~. WintE!r Springs, Florida Strategic Plan Proposal Project Schedule It is estimated that this project will take eight weeks to complete. Because of the desire to have recommendations prior to June 17, 2002, we are prepared (and must) start immediately. We will present our proposal to the Commission at the Junel 24,2002 Commission Meeting. Weeks Step 1 2 3 4 5 6 7 8 9 10 Phase I - Project Initiation - Phase II - Review and Analyze the Current Technical Environment Phase III - Identify Future Needs Phase, IV - Analysis Phase V - Develop Action Plans Phase VI - Compile Final Report and Presentation Confidential Page 19 April 29, 2002 Winter Springs, Florida Strategic Plan Proposal I~UJKI(),\ Lt'.Al:UI: (U'CITl~.ISC. 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 300 hours to complete and up to 5 to 8 trips to the City of Winter Springs over a period of 5 to 6 weeks. Only hours actually expended will be charged at a rate of: . $50 for Mike Taylor . $75 per hour for Michael van Zwieten . $100.00 per hour for Sherry Hilley . $125 per hour for Frank Hagy The LeaQue Quarantees that total labor cost not to exceed $28.200 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 $300.00. 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 April 30, 2002. Confidential Page 20 April29,2002 ~ fWH"'^ I.1'A(;UHWCmY_'.'NC. Winter Springs, Florida Strategic Plan Proposal Contractual Terms and Conditions If the Florid~ 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: ,/-2f-(jL Date Fr nklin R. Hagy, Chief Info Florida League of Cities Agreed To on behalf of the City of Winter Springs: s~~v :MJJ-( Title: C jf-'1 Y\'\ 0.. it a...!j t. r 1-2Q-02. Date Confidential Page 21 April 29,2002 J