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1077-Proposal for Strategic Plan - January 2006't Sanford r � naw a B esy a sMb4 rww. City of Sanford Proposal for Strategic Plan January 25, 2006 125 E. Colonial Drive - P.O. Box 530065 - Orlando, Florida 32853 -0065 FLORIDA LEAGUE OF CITIES Technology Services � :�;y� Y�nvmal.iunun nrCmrxmr. City of San ford, Florida Strategic Plan Proposal Table of Contents About the Florida League of Cities .................................................. ..............................3 B ackground....................................................................................... ..............................3 The League's Understanding of Your Needs ................................. ..............................4 Project Approach .............................................................................. ..............................6 Project Deliverables ......................................................................... .............................10 Project Staffing ................................................................................. .............................12 FranklinR. Hagy, CPM ................................................................... .............................13 SherryL. Hilley, CISA ..................................................................... .............................14 Michael J. van Zwieten, MSCE, CNA ............................................. .............................15 MikeTaylor ..................................................................................... .............................16 TomBabington ............................................................................... .............................17 Project Schedule .............................................................................. .............................19 Project ...................................................................................... .............................20 Contractual Terms and Conditions ................................................ .............................21 Page 2 January 25, 2006 Finxmni.rnrw:orl'mnt m,. City of Sanford, Florida Strategic Plan Proposal About the Florida League of Cities The Florida League of Cities (League) has had a long history of assisting local government in their quest to provide efficient and effective services to the public. City officials, who recognized the benefits of uniting local governments, created the League in 1922. Since that time, the League has grown to become one of the largest state municipal leagues in the nation and virtually every City in the state of Florida is a voluntary member. 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 favorable contracts and collectively offer services and programs at a substantially reduced cost in many areas such as finance and technology. The League has also put together an excellent team of professionals to assist local governments with unbiased consulting services designed to give expert guidance and direction in highly complex areas. Background On January 5, 2006 the League met with the City of Sanford to discuss the possibility of the League conducting a study that would result in a strategic technology plan for the City. Attending the meeting for the City was Robert (Sherman) Yehl, City Manager, Jerry Boop, Acting Director of Finance, John T. Stuart III, Data Processing Manager and Franklin R. Hagy, CIO for the Florida League of Cities, provided the information from the League. This proposal is a result of that meeting. The City of Sanford was incorporated in Florida in 1877 and is the seat of the Seminole County Government. Its' land area is approximately 20 square miles and is a waterfront community located on the shores of Lake Monroe. The City is operated as a Commission - Manager form of government, consisting of four City Commissioners elected from districts and a Mayor elected city wide. As a Commission - Manager form of government the Commission establishes legislative policies, which are then carried out by the City Manager. The City has 50,000 residents and approximately 450 employees. Sanford is a full service City providing its residents with Administrative, Public Safety and Utility (Water, sewer, and storm water) services. Page 3 January 25, 2006 Prnenu Li�nnur. oeCmr_�.mr. City of Sanford, Florida Strategic Plan Proposal Technology support at the City is currently handled by three individuals. The infrastructure consists of supporting nineteen (19) buildings with data and telecommunication services. The buildings are supported by fiber and wireless communications with wireless being dominate using the 802.11 b protocol. The main administrative support systems are processed on the IBM iSeries computer using the H.T.E. Software packages. Imaging is being accomplished only in the City Clerks office. The League's Understanding of Your Needs It is our understanding that the City of Sanford 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 plan will cover all aspects of the technology supporting the Sanford city government including the governance functions, technology infrastructure, supporting applications, and voice communications support. 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. Page 4 January 25, 2006 Purxmalaucuror(' nrr City of Sanford, Florida Strategic Plan Proposal 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. • Organizational plan to ensure technology resources are best utilized in an efficient and effective manner giving due consideration to outsourcing opportunities. Page 5 January 25, 2006 ,Sq y L.acur nr Om: +.,u! Project Approach City of Sanford, Florida Strategic Plan Proposal 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 t: Project Kick -Off 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: Meet With Department Heads An initial meeting with the Department Heads of the City is conducted to introduce the project team and to ensure that the goals and objectives of the study are known and communicated. During this meeting the Department Heads gain an understanding of the process and purpose of conducting a strategic technology plan. Page 6 January 25, 2006 City of Sanford, 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 — Identify 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. Page 7 January 25, 2006 CGS K� Rmm�,n L,aeue nrl'mc�. mr City of Sanford, 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 Phase IV, 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. Page 8 January 25, 2006 City of Sanford, Florida (y31r�1 P�nenMl.enrue. nrCme�.sr. 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. Step 2: Generate Presentation Generate a slide presentation using Microsoft PowerPoint to provide a summary of the findings. Step 3: Quality Assurance The formatted findings of the consulting project team will be presented to a Florida League of Cities Technology Services Red Team to be challenged and to be validated as comprehensive and complete. Step 4: Present Report and Presentation Once the League's Red Team has validated the report and presentation for accuracy, the final report will be presented to the City of Sanford. Additionally, he League will present the report to the Commission at a mutually agreed upon date. Page 9 January 25, 2006 ��� Yinenm LueeueorCm Project Deliverables City of Sanford, Florida Strategic Plan Proposal 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 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. Page 10 January 25, 2006 FIAROA Leerueo�Qm�w me. City of Sanford, Florida Strategic Plan Proposal Project Assumptions 1. Access to Personnel It is assumed that the League will have open access to Sanford 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 Sanford facilities in order to review the technology equipment. We understand that, depending upon the area, we may need to be escorted. Page 11 January 25, 2006 F,nxmaLe�eue�xCm¢r. mr City of Sanford, Florida Strategic Plan Proposal Project Staffing Five 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 infrastructure and making recommendations for future upgrades and enhancements. Sherry Hilley will provide assistance throughout the project with special emphasis on determining new projects and their profiles with an emphasis on functional applications -. Tom Babington will provide expertise in the telecommunications portion of the project as well and providing valuable insight into the infrastructure concerns, issues and future. Mike Taylor will provide research assistance in all phases of the project. Page 12 January 25, 2006 Pmemn Lr. naue or C m,a. wa City of Sanford, Florida Strategic Plan Proposal Franklin R. Hagy, 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 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, a technology system that assists non - profit agencies in providing quality services to the homeless and indigent. Page 13 January 25, 2006 �i P,nxnu Les:ucnrCmex. nr. City of Sanford, Florida Strategic Plan Proposal 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 positions 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. 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. 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. Page 14 January 25, 2006 PIAXIIIA AY1 City of Sanford, Florida Strategic Plan Proposal Michael J. van Zwieten, MSCE, CNA Mike has been the Assistant Director of Technology Services 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. 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 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 has also been a programmer /analyst developing instructor led computer -based training solutions specializing in Microsoft Access and Visual Basic application programming and design. Page 15 January 25, 2006 �r x w�j Pi.ux,oa LvnrueorCmux eor. City of Sanford, Florida Strategic Plan Proposal Mike Taylor Mike is a Technology Services Consultant for the Florida League of Cities. He reports directly to the CIO, provides consulting support for cities and counties, assists with consulting projects, compiles data for reports and presentations, develops contracts, and provides research assistance. In addition to these duties, Mike supports customers with the FLC software offerings, Better Place, Web Hosting, 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 in 2000, Mike worked as a Technology Coordinator for an elementary school in Orlando where he was in charge of over 150 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. Page 16 January 25, 2006 City of Sanford, Florida Strategic Plan Pmnncal Tom Babington 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. Key strengths are in organizational leadership, aligning technology with business goals, and building high performance technology teams. He is an effective communicator with a variety of constituencies, possessing a proven track record as a creative and resourceful leader in directing technology strategies and energizing organizations. Most recently, Tom served as a Vice President for Gartner Inc., the world's leading information technology research and advisory firm. Client base included cities, counties, and state agencies in Florida, Georgia, South Carolina, North Carolina, Tennessee, Louisiana, and Connecticut. Notable contributions during his four -years with Gartner included: ❑ Performing consulting services as Senior Project Executive, as Project Manager, and as Project Consultant. ❑ Managing teams of consultants, in Florida and Georgia, which provided IT management consulting services for public and private sector organizations in the southeast U.S. ❑ Serving as Gartner Industry Champion for Public Sector, role in which he brought together corporate resources to focus on the public sector as a new vertical market. Performed as Transition and Integration Manager in the Gartner acquisition of a California -based public sector consulting firm, consisting of approximately 70 professional staff. ❑ He was named "Most Valuable Team Member" of the public sector national practice in 2000. Prior to joining Gartner, Tom was the Director of Information Technology for Orange County, Florida for six years, during which time he directed a staff of 160 and an annual budget of $30 million for all enterprise applications as well as all IT services for the Board of County Commissioners. He became IT Director following an eight -year period during which he was the County's Telecommunications Manager. In that role, he developed and managed a staff of 25 and an annual budget of $6 million for all enterprise network services. As an employee of Orange County, he distinguished himself through some of the following activities: ❑ Represented the County, as one of the top 50 municipal technology leaders in the country, through participation on the Telecommunications and Information Task Force Urban Consortium, sponsored by Public Technology Incorporated (PTI). ❑ Successfully completed the three - week program for Senior Executives in State and Local Government at the John F. Kennedy School of Government, Harvard University. ❑ Served as the State of Florida Region 9 Radio Coordinator for 800MHz public safety communications. ❑ Completed the nine -month Leadership Orlando program. ❑ Provided the vision for the founding of the "Well- Connected Community," grass roots, not - for - profit organization that in 1995 promoted the benefits of community -based web collaboration, of which he later served as its President. Page 17 January 25, 2006 PA L nrCmMc111 In the early 1980's Mr. Babington served as Telecommunications Manager for a large metropolitan teaching hospital, during which time he was co- founder and first president of the Ohio Hospital Telecommunications Association. His successes in that role led him to Jerico Telecommunications Consulting, Inc., where, as Vice President/Consultant, he designed specifications and managed the acquisition and systems implementation for more than $15 million in healthcare communications solutions. City of Sanford, Florida Strategic Plan Proposal Education: Tom holds a BA in Business Administration- Management from Baldwin - Wallace College, Berea, Ohio, where he was a member of Delta Mu Delta, for academic excellence in Business, and co- founder and first President of Alpha Sigma Lambda, an honors society for continuing education. Page 18 January 25, 2006 ROemnlaacuro'C my nr City of Sanford, Florida $trafnnie P /an Om....�e� Project Schedule It is estimated that this project will take twelve weeks to complete. The project will begin at a mutually agreeable time. Step 1 2 3 4 6 Weeks 6 7 8 9 10 11 12 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 Page 19 January 25, 2006 F,nema 6cnrurn C Project Cost City of Sanford, Florida Strategic Plan Proposal Fees are based upon the amount of time required to complete our assignment in a thorough and professional manner. Total Labor Cost The League guarantees that total labor cost will not exceed the S67 800 to complete this scope of work We have estimated that project will take 702 hours of work to complete. If the project takes less time than expected, the labor cost will be reduced. In addition to labor cost actual expenses will be charged. All personnel will come from Orlando; therefore travel will be by automobile. Expense Estimates The League will charge actual expenses incurred in connection with this engagement. We estimate $767 in expenses to complete this scope of work. Fee Schedule All fees are payable 30 days after completion of the project. No initiation fees or intermediate payments are required. 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 report at the final presentation. The League Guarantee The League guarantee's the City's satisfaction. Should the City find the report/presentation to be unacceptable, no fees will be required. The League's obligations to the City under this Agreement shall terminate upon the City's receipt of said report. Validity of Quote: This project definition and fee quote is valid until March 1, 2006. Page 20 January 25, 2006 WS7 p ^�� +Lru:uro Tmr • City of Sanford, Florida Strategic Plan Proposal Contractual Terms and Conditions Our conclusions and advice rendered pursuant to this engagement constitute our expert opinion. Such opinion is based on information provided by the City and information obtained from outside sources. We believe such information is reliable but, because the information is provided by outside resources, cannot guarantee its accuracy, and, therefore, must disclaim any liability for errors, inaccuracies, mistakes, or misrepresentations arising from our use of such information. 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 Sanford's only remedy shall be to receive a refund of all monies paid for the project. In no event will the Florida League of Cities be liable for any loss, special, punitive or consequential damages or damages in excess of the amounts received by the Florida League of Cities under the terms of this Agreement. Entire Agreement This agreement shall constitute the entire agreement between the Florida League of Cities and the City of Sanford 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: 1`f 25 Jan 06 Franklin R. Hagy, Chief Information Officer Date Florida League of Cities AGREED TO ON BEHALF OF THE CITY OF SANFORD: Signat e: Date Title: `f�lavOZ Page 21 January 25, 2006