HomeMy WebLinkAboutResolution No. 2015-031CITY OF THE COLONY, TEXAS
RESOLUTION NO. 2015-0 1
WHEREAS, Farr Systems has performed an IT department needs assessment and
business services catalogue, and has recommended the City solicit bids for providing 11'
Infrastructure and IT Utility services; and
WHEREAS, Farr Systems has prepared a Request for Proposal (RFP) and has
made a proposal to lead the evaluation and selection process for these sen,ices-, and
WHEREAS, the City Council has detert-nined that it would be in the best interest
of citizens of The Colony to enter into an Agreement with Farr Systems to facilitate the
evaluation and selection process during the RFP process.
NOW, THEREFORE, BE IT RESOLVED OF
THE CITY OF THE COLONY, TEXAS:
Section 1. That the City Manager of the City of The Colony, Texas is hereby authorized
and eMPON17 ered to execute an Agreement in an amount of S39,150. Nvith Farr Systems for
RFP Administrative Services with the City of The Colony, Denton County.
Section 2. That this resolution shall take effect immediately from and after its passage.
PASSED AND APPROVED by the City Council of the City of The Colony.
Texas this 17th day of March 2015.
TE T:
T,
ri'stie W'ilson. TRMC. City Secretary.
AS TO
Jeff ?Nloore,�C ity Attorney
�FARR
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zs9*oNorth Dallas Parkway, s,nez»0,mulas�rx(z14)zz1-zunr rarrSywuns.n,m
The City afThe Colony
SOW #2
Vendor Evaluation and Selection
ry
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Th�Statement ofVVockkh�^S�V�#2`)entered �toasufthe - day 2015 iveDate")byand between
the City of The Colony, ("The [b|onv~), a Texas home -rule mnunicipa|ity, , and Farr Systems, Inc. ("Consultant"), n "Texas"
corporation, together referred to as the "Parties." This SOW #2 is an addendum to the Professional Services Agreement
between the parties dated December 4, 2014 (the "Agreement") and is hereby incorporated into and made part of the
AUreememt-
Prooect Background
* The Colony partnered with Farr Systems to complete an IT Assessmient and Business Services Catalog in
order to create clarity around the need for IT services within the City, the cost of those services, and the
current level ofsatisfaction with |Tservices.
* The findings from the assessment and catalog project vvere utilized to develop a roadmap of
recommended initiatives intended tohelp the Colony establish aneffective |Tservice delivery model and
improve overall |Tservice tothe stakeholders.
* It was determined that the top priority was to evaluate alternatives for delivering IT Infrastructure and IT
Utility services:
o These services are not currently provided atolevel that meets the needs of the City.
o The department that is tasked with providing these services is not staffed sufficiently to satisfy
requirements.
o Improving delivery of these services would make the biggest impact because they are provided to
all ufthe stakeholders across the organization.
Aspart ufthe previous project, aRequeotforProposaY(RFP)vvas created imorder tosolicit bids from
ex1ernoUproviders of|TInfrastructure and UUtility services.
Farr Systems has beenasked to make a proposal to lead the vendor evaluation and selection process for IT
Infrastructure and VT Utility services.
�
Utilize a proven, systematic approach to vendor evaluation and selection in order to pnVrnutm informed
decision making around IT Infrastructure and IT Utility service delivery that will best serve the needs of
The Colony.
FARRS Y S T IE 1110 55
15950 North Dallas Parkway, Suite 210, Dafflas, TX (214) 221-2007 - Farrsy.Aerns.com
Project Scope
In order to achieve the project objectives, Farr Systems will work closely with The Colony to complete the
following initiatives,
® Develop the project policies and controls,
® Identify and Qualify Vendor Candidates (RFP recipients).
• Administer the RFP.
The Value of a Managed Vendor Selection Process
• The Colony will benefit from a prescribed, systematic approach to vendor selection that will result in a
solution that represents the best combination of services and cost.
• A comprehensive plan and process for vendor selection will help to ensure:
o Objective decision making based on the key requirements and priorities of the City.
The scope of services and service levels meet the needs of the City.
o Key stakeholders are part of the process and will help to facilitate adoption of the new service
delivery model.
c, Risks are identified and mitigated proactively.
That a complete picture of costs (services, infrastructure, apps, resources, internal service delivery
oversight) is developed and considered in the decision making process.
A foundation for a positive and productive vendor relationship is established.
The best possible outcome for the City.
Key,,Success.,Factors
used on our experience, and on our current understanding of The Colony's scope and objectives, there are a few
recommendations that we would make up front in order to help ensure successful vendor selection:
1. Include stakeholders from key departments on the project steering committee:
• The Colony is seeking a comprehensive solution that will accommodate business processes across
the organization.
• Participation by the major departments will help to establish common expectations for the
selected solution, and shared ownership of the approach and outcome.
2, Develop and utilize weighted decision criteria in order to ensure an objective decision:
0 Ensure that the entire selection committee is included in the analysis and weighting of the decision
criteria.
Assign weight to the decision criteria early in the process in order to establish a shared
understanding of objectives and priorities.
3. Be detailed and specific in regard to the process of transitioning to and from a sourced solution by
considering:
Pmprlatafy and Confidentia8 Farr Systems, Mc, P�ige 2 of 7
FARR�
S e S 7 E to,
15950 Nmth Dafl'a, Parkvvjry, Suto 210, DaHas, TX (214� 221-2007 - FarrSystenS.Corri
2. Develop pre -qualification criteria in order to screen vendors and validate qualifications.
3. Choose 3-4 candidates to receive the RFP.
15—ITIT, Of IN ME RIAMM
Primary Tasks
1. Lead the RFP evaluation and selection process:
0 Provide the RFP to selected vendors.
• Manage the communications process:
o Facilitate an open question and answer process.
C) Respond to, questions and provide clarification as necessary.
• Lead the bid evaluation process utilizing established decision criteria,
• Down -select vendors.
• Follow up with the final set of vendors for additional information as necessary.
• Finalize the selection process.
2. Provide assistance to The Colony in development of an internal operating model (people, process, and
technology) and cost for delivering IT Infrastructure and IT Utility services that would satisfy the
requirements of the RFP:
* The Colony will have primary responsibility for defining and costing the IT processes and assets
(staff, hardware, software, tools, etc...) required to fulfill the requirements within the RFP.
* The Colony will have primary responsibility for organizing the cost and operating model for use
in, competitive analysis against vendor proposals.
* Farr Systems will; 1) provide input as requested, 2) review and validate the costs and
components of the internal operating model, and 3) suggest changes or improvements as
needed.
3. Provide input to the development of the contract terms with the selected vendor.
4. Provide input into transition planning.
Deliverables
• Project plan for vendor evaluation and selection.
• Definition of Steering Committee roles and responsibilities.
• Weighted decision criteria.
• Qualified candidates for receipt of RFP.
• RFP responses from candidates.
• Final vendor selection.
• Recommendations regarding key services contract terms.
Pwprietwy anConfidentVaV FarrSystevrs, Pniz. Page, 4 of 2
,,FARR
I e S T e POI S
15950 North Dallas Park way, SUite 210, Dallas, TX i214) 221-2007 - F a ir5Vsten15.con1
0 High level transition strategy and recommendations.
Project Timeline
The following timeline provides a representation of the timing of the project phases within the project
schedule. The detailed project plan will contain all tasks, deliverables, and checkpoints and will become the
official schedule.
Project Start Date: March 23, 2015
Project Duration: 10 Weeks
Project Resources and Fees:
Project Resources
Farr Systems will engage a team of senior resources in the execution and delivery of the tasks defined
in this proposal. Farr Systems resources all have significant experience leading vendor evaluation and
selection processes.
Farr Systems will utilize resources that were engaged in the IT Assessment and Business Services
Catalog project in order to leverage existing knowledge and insight of The Colony's environment.
The Colony will need to provide the folilowing resources to complete the work defined in this initiative.
u Project Sponsor.
c, Executive Steering Committee.
The Colony's resources will play key roles in a number of areas including:
* Weighting of decision criteria.
* Assistance with answering vendor questions.
Taking the lead role in development of a model that would represent an internal response to
the RFP.
Propetary and Confidento@P Farr SyAems, Rnc. Page 5 of 7
FARR
15950 North D-,Oas Parkvuay, Suite 210, D-aflas, TX (214) 221-2007 - FarrSystpnisxom
Agreement
IN WITNESS WHEREOF, the parties have executed this SOW #2 as of the date first written above.
City of The Colony
By:
Title: CA V'C
Date:
Farr Systems,
C'
By:
Title: VP
Date:
Pr upfletiry and Confidential FarrSysteimq, Inc. Page 7 of 7