HomeMy WebLinkAboutPR 19335: SCIENS LLC, 5 YEAR INFORMATION TECHNOLOGY STRATEGIC PLAN INTERNAL CORRESPONDENCE
To: Brian McDougal, City Manager
From: Fay Young, Information Technology Manager .3 ,
Date: June 2, 2016
Subject: Proposed Resolution No. 19335
This is a recommendation to engage Sciens LLC in performing a city wide information
technology assessment and the development a citywide five-year Information Technology
Strategic Plan. Sciens is an approved vender of The Interlocal Purchasing System (TIPS/TAPS
Contract number 02052810) and has performed such services for several Texas cities, including:
Conroe, Allen, Pearland, and Waco.
Sciens has proposed a three phase process that consists of:
Phase 1 —Data Gathering and Assessment: During the Data Gathering &Assessment phase a
thorough examination of how each department utilizes IT systems in support of their business
objectives will be conducted. The goal is to develop a Findings &Recommendations Report on
the current issues and areas of possible improvement for the City's technology environment.
Phase 2—Strategy Development & Project Prioritization: The Sciens team will work with
representatives of the City in utilizing the Findings &Recommendations Report to develop an IT
strategic direction for the City, and conduct a project prioritization session with IT Management
and key stakeholders. Each project will be evaluated using the following criteria: Cost,
Timeframe, IT Support, Value and Risk.
Phase 3—Plan Development: Once consensus is developed with IT and stakeholders, Sciens
will develop the Information Technology Strategic Plan and will present the final Plan to City
Management and/or City Council. The Information Technology Strategic Plan will include the
following components: Strategic Technology Direction, Prioritized Projects List, Investment
Plan, Non-Project Recommendations, and Transition Plan.
The total project cost for all three phases was calculated using an hourly billing rate of$160 per
hour for all senior Sciens personnel and $85 per hour for junior personnel. The projected
budgetary impact for this project is $39,600. The projected timeframe for the project is four
months, depending upon the impact of vacations and holidays.
Information Technology recommends engaging Sciens in conducting a citywide information
technology assessment and the development of a citywide five-year strategic plan.
P.R. NO. 19335
FY 6/2/2016
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT
BETWEEN THE CITY OF PORT ARTHUR AND SCIENS LLC OF
MCKINNEY, TEXAS, THROUGH TIPS/TAPS, A PURCHASING
COOPERATIVE, FOR AN INFORMATION TECHNOLOGY
ASSESSMENT AND DEVELOPMENT OF CITYWIDE FIVE-YEAR
INFORMATION TECHNOLOGY STRATEGIC PLAN, WITH A
PROJECTED BUDGETARY IMPACT OF$39,600.00. ACCOUNT NO.001-
1034-515-54.00
WHEREAS, the City desires to engage the services of the Sciens LLC to perform an
Information Technology Assessment and assist in the development of a citywide five-year
Information Technology Strategic Plan; and
WHEREAS, Sciens LLC can provide such services; and
WHEREAS, Chapter 271 of the Local Government Code allows a city, by resolution of
its governing body, to participate in cooperative purchasing programs, such as TIPS/TAPS, a
purchasing cooperative, as an alternative to a formal bid process; and
WHEREAS,per Resolution No. 12-008, the City of Port Arthur entered into an interlocal
agreement with Region VIII Education Service Center for participation in the Interlocal
Purchasing System(TIPS/TAPS); and
WHEREAS, Sciens LLC is an Awarded Vendor through the Competitive Bidding Process
of the The Interlocal Purchasing System (TIPS/TAPS); and
WHEREAS, the contract with the scope of work is attached as "Exhibit A".
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That, the City Council hereby authorizes the city manager to execute a
contract between the City of Port Arthur and Sciens LLC for the performance of an Information
Technology Assessment and the development of a citywide five-year Information Technology
P.R. NO. 19335
FY 6/2/2016
Strategic Plan, with a projected budgeting impact of$39,600, in substantially the same form as
attached hereto as "Exhibit A".
Section 3. That a copy of the caption of this Resolution be spread upon the Minutes
of the City Council.
READ,ADOPTED AND APPROVED this the day of June, A.D. 2016 at a regular
meeting of the City of Port Arthur, Texas by the following vote:
Ayes:
Mayor:
Councilmembers:
Noes:
Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
Val Tizeno, City Atte ey
P.R. NO. 19335
FY 6/2/2016
APPROVED FOR ADMINISTRATION:
aliCoiti.dOLtiL
Brian McDougal Clifton Williams
City Manager Acting Purchasing Manager
)1'
Fay Yuan i'
Information Techno ogy Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
di� ( Cotif e.c/fe
Jerry Dale, Director of Finance
P.R.NO. 19335
FY 6/2/2016
Exhibit A
STATE OF TEXAS §
§ AGREEMENT FOR PROFESSIONAL IT CONSULTING
COUNTY OF JEFFERSON § SERVICES
This Agreement for the development of an Information Technology Assessment and Planning
Services ("Agreement") is made by and between the City of Port Arthur, Texas ("City") and Sciens
LLC, a Texas limited liability Company ("Consultant") (each a "Party" and collectively the
"Parties"),acting by and through their authorized representatives.
RECITALS:
WHEREAS, the City desires to engage the services of the Consultant as an independent
contractor, and not as an employee, to provide the consulting services described in Exhibit"A" (the
"Scope of Services Proposal") to consult with the City and develop an Information Technology
Assessment and Plan (the "Services"); and
WHEREAS, the Consultant desires to render the Services for the City on the terms and
conditions set forth in this Agreement;
NOW THEREFORE, in exchange for the mutual covenants set forth herein, and other
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the Parties
agree as follows:
Article I
Term
1.1 This Agreement shall commence on date of last execution hereof("Effective Date")
and continue until such time as the Services are completed, unless sooner terminated as provided
herein.
1.2 Either Party may terminate this Agreement by giving thirty (30) days prior written
notice to the other Party. Consultant shall be entitled to compensation for any Services completed to
the reasonable satisfaction of the City in accordance with this Agreement prior to such termination.
Article II
Scope of Services
2.1 The Consultant shall perform information consulting services in connection with the
Services as set forth in the Scope of Services attached as Exhibit A to this Agreement.
2.2 The consultant must, at all times, take all reasonable precautions and enact any
necessary measures to comply with all City policies and protect the security of the City's network
and data infrastructure. Consultant shall keep all documentation,interviews,onsite observations,and
all other City information obtained by Consultant secure and shall prevent disclosure of the same to
any unauthorized person or the public. Consultant must be accompanied by a City staff member
Page 1 Agreement for IT Consulting Services
City of Port Arthur and Sciens,LLC
designated by the Information Technology Director when working within any secure area, including
secure datacenters, secure terminals and City information technology administrative areas.
Article III
Schedule of Work
Consultant agrees to complete the required Services in accordance with the timelines and
schedules contained in the Scope of Services.
Article IV
Compensation and Method of Payment
4.1 Consultant will be compensated in accordance with the payment schedule and amounts
set forth in the Scope of Services,not to exceed a total amount of Thirty-Nine Thousand,Six Hundred
and dollars ($39,600.00). Unless otherwise provided herein, payment to the Consultant shall be
monthly based on the Consultant's statement of completion of tasks as outlined in Exhibit A. The
City shall pay such monthly statements within thirty (30) days after receipt and City verification of
the Services and expenses unless otherwise provided herein.
4.2 Unless otherwise provided in the Scope of Services, Consultant shall be responsible
for all expenses related to the services provided pursuant to this Agreement including,but not limited
to,travel, copying and facsimile charges, telephone, intemet and email charges.
Article V
Devotion of Time; Personnel; and Equipment
5.1 Consultant shall devote such time as reasonably necessary for the satisfactory
performance of the Services under this Agreement. Should the City require additional services not
included under this Agreement, Consultant shall make reasonable effort to provide such additional
services within the time schedule without decreasing the effectiveness of the performance of services
required under this Agreement, and shall be compensated for such additional services on a time and
materials basis, in the manner agreed to between the Parties.
5.2 To the extent reasonably necessary for the Consultant to perform the services under
this Agreement, Consultant shall be authorized to engage the services of any agents, assistants,
persons, or corporations that the Consultant may deem proper to aid or assist in the performance of
the services under this Agreement.The cost of such personnel and assistance shall be included as part
of the total compensation to be paid Consultant hereunder, and shall not otherwise be reimbursed by
the City unless provided differently herein.
5.3 Consultant shall furnish the equipment and personnel necessary to perform the
Services required under this Agreement unless otherwise provided herein.
Page 2 Agreement for IT Consulting Services
City of Port Arthur and Sciens,LLC
Article VI
Miscellaneous
6.1 Entire Agreement. This Agreement constitutes the sole and only ag eement between
the Parties and supersedes any prior understandings written or oral agreements between the Parties
with respect to this subject matter.
6.2 Assignment. The Consultant may not assign this Agreement.
6.3 Successors and Assigns. Subject to the provisions regarding assignment, this
Agreement shall be binding on and inure to the benefit of the Parties to it and their respective heirs,
executors, administrators, legal representatives, successors and assigns.
6.4 Governing Law. The laws of the State of Texas shall govern this Agreement without
regard to any conflict of law rules; and venue for any action concerning this Agreement shall be in
the State District Court of Jefferson County, Texas. The Parties agree to submit to the personal and
subject matter jurisdiction of said court.
6.5 Amendments. This Agreement may be amended by the mutual written agreement of
the Parties.
6.6 Severability. In the event any one or more of the provisions contained in this
Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such
invalidity,illegality or unenforceability shall not affect any other provisions,and the Agreement shall
be construed as if such invalid, illegal,or unenforceable provision had never been contained in it.
6.7 Independent Contractor. It is understood and agreed by and between the Parties that
Consultant, in satisfying the conditions of this Agreement, is acting independently, and that the City
assumes no responsibility or liabilities to any third party in connection with these actions.All services
to be performed by Consultant pursuant to this Agreement shall be in the capacity of an independent
contractor, and not as an agent or employee of the City. Consultant shall supervise the performance
of its Services and shall be entitled to control the manner and means by which its services are to be
performed, subject to the terms of this Agreement.
6.8 Notice. Any notice required or permitted to be delivered hereunder may be sent by
first class mail,overnight courier or by confirmed telefax or facsimile to the address specified below,
or to such other Party or address as either Party may designate in writing, and shall be deemed
received three (3) days after delivery set forth herein:
If intended for City:
Attn: City Manager
City of Port Arthur, Texas
444 4th St
Port Arthur, TX 77641
Page 3 Agreement for IT Consulting Services
City of Port Arthur and Sciens,LLC
If intended for Consultant:
Sciens LLC
Attn: Ernest Pages
5900 South Lake Forest Drive, Suite 300
McKinney, Texas 75070
6.9 Insurance.
Unless otherwise agreed to in writing by City, Consultant shall obtain and maintain at its
expense, and shall cause its consultants to obtain and maintain at their expense, the following
insurance coverages on policy terms acceptable to City:
(a) Professional Liability Insurance with limit of no less than $2,000,000, issued by an
insurance carrier approved in advance by the City and licensed to provide such coverage in the State
of Texas for all negligent acts,errors,and omissions by the Consultant,its consultants and employees,
that arise out of this Agreement. Upon execution of this Agreement and at every date of renewal of
that policy, Consultant shall cause a Certificate of Insurance to be issued. Provision of a valid
Certificate of Insurance that meets the requirements of this Agreement is a condition precedent to the
payment of any amounts due to Consultant by the City. Such annually renewed policies shall remain
in effect for no less than twenty four(24)months after substantial completion of the Services if such
coverage is commercially available.
(b) Commercial General Liability covering bodily injury and property damage (including
the property of the City Indemnitees) with minimum limits on a per project basis of One Million
Dollars ($1,000,000) combined single limit and Two Million Dollars ($2,000,000) aggregate. This
policy shall be primary to any policy or policies carried by or available to the City Parties and shall
include products/completed operations coverage with a minimum aggregate limit of Two Million
Dollars ($2,000,000) and Personal & Advertising Injury coverage with a minimum occurrence limit
of One Million Dollars ($1,000,000). Consultant's coverage shall be primary and non-contributory
to any other coverage held by the City.
(c) Workers' Compensation/Employer's Liability Insurance in full accordance with the
statutory requirements of the state or states where the Work is to be performed and shall include
bodily injury, occupational illness or disease coverage with minimum Employer's Liability limits of
$500,000/$500,000/$500,000.
(d) Automobile Liability Insurance covering all operations of Consultant pursuant to this
Agreement involving the use of motor vehicles, including all owned, non owned and hired vehicles
with minimum limits of not less than One Million Dollars ($1,000,000) combined single limit for
bodily injury, death and property damage liability.
Waiver of Subrogation Rights. The Commercial General Liability, Worker's
Compensation, Business Auto and Excess Liability insurance required pursuant to this Agreement
shall provide for waivers of all rights of subrogation against the City and/or City Indemnitees.
Page 4 Agreement for IT Consulting Services
City of Port Arthur and Sciens,LLC
•
Additional Insured Status. With the exception of Worker's Compensation Insurance and
any Professional Liability Insurance,all insurance required pursuant to this Agreement shall include
the City and City Indemnitees as additional insureds using Additional Insured Endorsements that
provide the most comprehensive coverage to City and City Indemnitees under Texas law. The
Additional Insured status for the City and City Indemnitees must remain in force and effect for 24
months following completion of the project.
Carriers; Certificates. All policies required to be obtained by Consultant pursuant to this
Agreement shall be maintained with insurance carriers that are satisfactory to City and lawfully
authorized to issue insurance of the types and amounts required by this Agreement. Certificates of
Insurance for each policy in a form satisfactory to City shall be delivered to City on or before
execution of this Agreement. It is further agreed that copies of any or all policies will be provided to
the City should they request them. All policies will provide 30 day Notice of Cancellation or material
change endorsed specifically in favor of the City.
6.10 Indemnification.
(a) CITY SHALL NOT BE LIABLE FOR ANY LOSS, DAMAGE, OR INJURY OF
ANY KIND OR CHARACTER TO ANY PERSON OR PROPERTY ARISING FROM THE
SERVICES OF CONSULTANT PURSUANT TO THIS AGREEMENT.CONSULTANT HEREBY
WAIVES ALL CLAIMS AGAINST CITY, ITS OFFICERS, AGENTS AND EMPLOYEES
(COLLECTIVELY REFERRED TO IN THIS SECTION AS "CITY") FOR DAMAGE TO ANY
PROPERTY OR INJURY TO, OR DEATH OF, ANY PERSON ARISING AT ANY TIME AND
FROM ANY CAUSE OTHER THAN THE NEGLIGENCE OR WILLFUL MISCONDUCT OF
CITY OR BREACH OF CITY'S OBLIGATIONS HEREUNDER. CONSULTANT AGREES TO
INDEMNIFY AND SAVE HARMLESS CITY FROM AND AGAINST ANY AND ALL
LIABILITIES, DAMAGES, CLAIMS, SUITS, COSTS (INCLUDING COURT COSTS,
ATTORNEYS' FEES AND COSTS OF INVESTIGATION) AND ACTIONS OF ANY KIND BY
REASON OF INJURY TO OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF
PROPERTY TO THE EXTENT CAUSED BY THE CONSULTANT'S NEGLIGENT
PERFORMANCE OF SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY
NEGLIGENT ACT OR OMISSION ON THE PART OF CONSULTANT, ITS OFFICERS,
DIRECTORS, SERVANTS, EMPLOYEES, REPRESENTATIVES, CONSULTANTS,
LICENSEES, SUCCESSORS, SUBCONTRACTORS OR PERMITTED ASSIGNS (EXCEPT
WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS OR DAMAGES
ARISE FROM OR ARE ATTRIBUTED TO NEGLIGENCE OF THE CITY, IN WHOLE OR IN
PART,IN WHICH CASE CONSULTANT SHALL INDEMNIFY CITY ONLY TO THE EXTENT
OR PROPORTION OF NEGLIGENCE ATTRIBUTED TO CONSULTANT AS DETERMINED
BY A COURT OR OTHER FORUM OF COMPETENT JURISDICTION).THE CONSULTANT'S
OBLIGATIONS UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF
COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY
CONSULTANT UNDER THIS AGREEMENT. THIS PROVISION SHALL SURVIVE THE
TERMINATION OF THIS AGREEMENT.
6.11 Counterparts. This Agreement may be executed by the Parties hereto in separate
counterparts, each of which when so executed and delivered shall be an original, but all such
Page 5 Agreement for IT Consulting Services
City of Port Arthur and Sciens,LLC
counterparts shall together constitute one and the same instrument. Each counterpart may consist of
any number of copies hereof each signed by less than all, but together signed by all of the Parties
hereto.
6.12 Exhibits. The exhibits attached hereto are incorporated herein and made a part hereof
for all purposes.
EXECUTED this day of , 2016.
CITY OF PORT ARTHUR,TEXAS
By:
City Manager
ATTEST:
By:
City Secretary
EXECUTED this day of , 2016.
SCIENS,LLC.
By:
Name:
Title:
Page 6 Agreement for IT Consulting Services
City of Port Arthur and Sciens,LLC
EXHIBIT "A"
SCOPE OF SERVICES PROPOSAL
City of Port Arthur
Proposal for
Information Technology Assessment and
Planning Services
Company: Sciens LLC
Address: 5900 South Lake Forest Drive, Suite 300
McKinney, Texas 75070
Website: www.sciens.com
Phone: 469.854-2218
Contact: Ernest Pages, Partner
epages@sciens.com
sciens
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Table of Contents
• t I a* 1 •
A.2 Our Experience 7
Sciens References 9
•.
8.1 Personnel Summaries 15
82.Resumes 16
•a • ;• • ••
C.1 Project Approach 22
ut•, • •;a ai 1 • • •••
E.1Strategic Plan Development Timeline 26
• 4•1• • • 1• 4
F.1 Plan Project Cost Detail 27
111 sciens Page 2
i
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
March 14,2016
Fay Young, CGCIO
Information Technology Manager
City of Port Arthur
444 4th St
Port Arthur,TX 77641
Dear Ms. Young:
We appreciate the opportunity to provide the City of Port Arthur with our proposal to provide IT
Planning and Selection Consulting Services. It is our understanding from our conversation that
the City requires assistance in assessing the Information Technology environment and developing
an actionable five year roadmap for City-wide IT operations, priorities, investments and
governance.
Over the last two decades,there has been a marked shift in how work is performed within local
governments, from silo departments with separate functions and outputs, to a system of
interlinked processes that cross functions and link organizational activities. The IT departments
within local governments have traditionally been a tactical function, responsible for automating
existing functions. Today, with increasingly tight budgets, Information Technology (IT) is being
asked by the business units to provide more strategic support. To do this, IT itself is being
transformed into a high performance, proactive service organization that actively solicits input
from the departments and delivers technology solutions that tightly align with the business goals.
Sciens LLC assists IT Departments through this transition by helping them focus on the business
of government and running IT as a business — efficiently and effectively. We are specialists in
helping to streamline operations and aligning the business of IT with the business of its
customers. In these times when budgets are tight, we assist our customers with making critical
investment decisions so that they can become more efficient and provide more effective service
—doing more with less. As technology planners, we provide the vision to help prepare the City
for the coming technological transitions (e.g., Integrated GIS database, Performance
Management Dashboards, Business intelligence tools, Cloud based ERP, Next Gen integration
with Computer Aided Dispatch and Records Management).
Sciens LLC is an information technology (IT) management consultancy Headquartered in
McKinney,Texas, with offices in Boston and clients throughout the United States and Canada.
The company was formed in 1989 and is comprised of advanced degree, experienced industry
professionals. We are management specialist and IT professionals who understand how to
analyze, design, plan, procure and implement technology.
We have years of experience with helping local government and public safety agencies to take
1111sci•ens
Page 3
Proposal for
City of Port Arthur Information Technology Assessment and Planning Services
advantage of new information technology. We have worked with multiple Texas cities and are
currently engaged in planning and implementing ERP and public safety systems for multiple Texas
cities.
The Sciens team proposed workplan will help to ensure the City's technological advancement
through multiple deliverables. These include: (a) Detailed operational and systems assessment,
(b) Enterprise risk evaluation (c) Five-year technology transition plan, and (d) IT governance
structure. All these deliverables will help the City determine their needs,address vulnerabilities,
plan for transition and maintain an ongoing improvement process.
We are confident that you will find that our experienced and qualified team will satisfy your
requirements. With many years of experience in Information Technology in the government
sector,we pride ourselves in our ability to integrate into client organizations and provide positive
and thoughtfully developed recommendations.
We are a member of TIPS/TAPS, Contract number 02052810.
If you have any questions, please feel free to contact me at (469) 854-2218. We look forward to
the opportunity to work with the City of Port Arthur.
Bestt -
regards,
C41
A-- Po 1--
Ernest A. Pages
Partner
epages@sciens.com
Page age 4
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
{ Section A:About Sciens
The Sciens team appreciates the opportunity to provide the City of Port Arthur with our proposal
to provide consulting services to asses the Information Technology and develop an IT Strategic
Plan. It is our understanding that the City of Port Arthur requires assistance in developing an
actionable five-year roadmap for city-wide IT operations, priorities, and investments; this is a
periodic assessment that leverages your existing technical environment in conjunction with
technological advances to benefit the community, customers and organization.
As technology planners,the Sciens team works with the City to develop a vision that modernizes
the application environment and prepares the City for current technological transitions (e.g.,
virtualization, mobility and BYOD, integrated GIS databases with ERP systems, performance
management dashboards, business intelligence tools, cloud-based systems, NextGen911
integration with Computer Aided Dispatch and Records Management). As management
consultants, we help IT Departments to communicate the technical needs and plans to a non-
technical audience.
Our team is composed of experienced professionals with advanced degrees and numerous
certifications.Sciens'staff consists of highly articulate technologists and management specialists
who understand how to integrate the proper use of technology through work processes analysis.
We stay current with the latest industry trends through participation in the Information Systems
Audit and Control Association (ISACA), the Information Technology Service Management Forum
(ITSMF), the Institute of Industrial Engineers (IIE), the Institute of Electrical and Electronic
Engineers (IEEE), the Texas Municipal League (TML), and the International City/County
Management Association (ICMA).
Sciens is an information technology management consultancy based in McKinney, Texas, with
clients throughout Texas, the United States, and Canada. The company was formed in 1989 to
support the strategic IT needs of local government (i.e., municipalities, counties, public safety,
courts)and has retained the same management since inception. In 2011,the company rebranded
itself from eGov Consulting to Sciens to reflect the changing nature of the technology market.
Sciens proposed work plan will help to ensure the City's technological advancement through
multiple deliverables.We are confident that you will find that our experienced and qualified team
will satisfy your requirements. With many years of experience in Information Technology in the
local government sector, we pride ourselves in our ability to integrate into client organizations
and provide positive and thoughtfully developed recommendations.
Our areas of expertise include:
sciens Page 5
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Strategy& Planning
When establishing direction, Sciens takes management's viewpoint: what do we want to
achieve? To ensure that all internal and external _ laraanaio
constituencies not only have the same expectations Devdopment
but also are working towards the same goal, it is
most important to establish and communicateoix,:^g14 441S0
,,a,,,,aPoImes
sous
direction, and ensure the message is received operational
S :egy& Efficiency&
throughout the organization. e P z^^^g Effectiveness
Operational Efficiency& Effectiveness
Strati %
DvM
Your operation is only as efficient as its processes
and as effective as the an
or ization implementingrecn"°'°g'
g i r:estmerts
them.Sciens conducts an independent audit of your
Noma PPP
organizational processes, baselining them against PAattPeetomsl Development
industry best practices and frameworks. Our team Vendor 400
can also assist with the development of best
practice-compliant IT policies, processes standard operating procedures, organizational
structure and staffing levels.
Technology Investments
Technology should be used to enhance already functioning and efficient processes. Sciens can
work with you to select the most appropriate use of technology for your organization following
a structured methodology that is both defensible and coherent. Our methodology includes
formal requirements and specifications development; RFP development; vendor selection;
contract and statement of work(SOW) negotiations; and, project implementation support.
Sciens brings both organizational and management capabilities to the IT planning process
through research and hands-on implementation; in addition, we have years of experience
working with government organizations to help streamline their operations. Our experience is
based on the process and technologies that are currently being utilized, what it really takes to
implement these systems, and what the roadmap for the near future holds.
Over the past 25 years, we have been actively involved in
defining key elements in operational and network systems. As Authorized Representative
certified IT Auditors, Governance and Process professionals we
incorporate the IT industry standards of data integrity, control Ernest Pages, Partner
Sciens LLC
and risk review into our assessments and plans. Over the years, 5900 South Lake Forest Drive
we have developed a results-focused methodology that allows Suite 300
our team to provide leading edge yet implementable McKinney,TX 75070
recommendations that align our customers' IT operations, Phone:469.342.8721
staffing and systems purchases with users' needs. We also Email:epages@sciens.com
have defined and assisted in the implementation of state-of-the-
`' sciens Page
Proposal for
City of Port Arthur Information Technology Assessment and Planning Services
art technologies, such as integrated web-based systems for service delivery and integrated
network architectures.
A.2 Our Experience
Sciens has a long history of assisting customers with their IT assessment and planning needs.We are
proud of the work that we have performed on their behalf. Below is a summary of projects that
reference our work efforts and demonstrate our capability to support the City.Our staff members
have conducted projects similar to the City of Port Arthur as well as for many other clients.
C Yo
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av
Client Project Description ocu
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CI iv
m 2 > ¢ m
in o2S E 2
• Citywide IT Assessment&Strategic Plan
• Data Center Build-out Plan and Selection
Allen,TX • Public Safety System Selection -. '? :
• IT Strategic Plan Refresh
• ERP RFP Planning and Selection(SunGard HTE
Replacement)
Benton and Franklin Regional CAD/RMS/Mobile Consolidation
Counties,WA Feasibility Study and Business Plan
Broward County,FL Countywide Strategic Planning and Goal Setting
Integrated with Budget Process
Collier County, FL Sheriff IT Strategic Plan&System Selection
Information Technology Assessment, Risk
Collin County,TX _r
Assessment&Strategic Recommendations
Conroe,TX • Information Technology&GIS Strategic Plan
■ Network Build-out Plan and Selection
Dallas County,TX Countywide Information Technology Strategic Plan
Danville,VA Strategic Information Systems Planning
• IT Assessment&Strategic Plan
■ ERP Upgrade Planning&Budgeting
• Technical Risk Assessment
• Staff Augmentation/Transition Services
Ector County,TX • Help Desk Deployment
• Policies Development
• City/Sheriff Communications Center
Consolidation
• Data Network Deployment
• Phone Network Deployment
Page age 7
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
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Client Project Description m Q N
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• Court,Health Department,and Asset
Management Software Systems Deployments
Fort Lauderdale,FL Network Design, IT Planning and Public Safety �� i ,�
Systems Selection —
Indianapolis, IN Citizen Response Management Systems Planning
• Citywide IT Strategic Planning _
Jacksonville Beach, FL �' ""
■ Police and Fire CAD/RMS Planning&System —-
Selection
Jupiter and Palm Beach Public Safety Systems Planning,Selection&Multi-
_ � ---
Gardens, FL Agency Implementation
Kennewick,WA "'--
IT Assessment&Strategic Plan —
Lincoln,MA IT Strategic Plan
Martin County,FL • Land Management System Selection -- i „—i
• Sheriff/Fire Dispatch Consolidation
Oxnard,CA • Citywide IT Strategic Plan % �� �.% �-
• Public Safety Systems Planning&Selection
Pearland,TX ■ � --
Citywide IT Strategic Plan
• Document Management Systems Workflow
Design, Planning and Selection ? Y�� ;i
Plantation,FL _
• Public Safety Systems Planning&Selection
• Citywide Network Design
■ Systems Strategic Plan
Palm Beach,FL , ''
• Integrated Financial System RFP Development --- --
and Selection
• IT Systems Assessment and Strategic Plan
• Economic Development Network Utility
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City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
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c
in z 0,4 E 2
• Video Teleconferencing Systems Planning
• Information Technology Assessment&
Waco,Texas Strategic Plan
• ERP System Planning,Selection&
Implementation(SunGard HTE Replacement)
• IT Assessment and Plan
• ERP System Upgrade Planning&Cost-Benefit
Analysis
• Project Management of Police
Westminster,CA Communications Center and Data Center
• Staff Augmentation/Transition Services
• Help Desk Deployment
• Joint Public Safety Communications&IT
Systems Consolidation Feasibility Study with
the City of Garden Grove
Wichita Falls,TX
• Citywide IT Assessment&Strategic Plan
Sciens References
Sciens has provided five references that best illustrate our capability to support the City for this
Project.
• Allen,TX
• Conroe,TX
• Pearland,TX
• Waco,TX
• Ector County,TX
sciens age 9 P
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
City of Allen, Texas Information Technology Strategic Plan/ERP System Selection
Challenge
Rapidly growing city of 85,000 supported by a full-time staff of nearly 450. The IT staff had not
grown to meet support demands. City departments competed for limited resources for
technology to support citizenry;this included IT support.The Police Department had acquired its
own dedicated IT support. GIS capabilities were limited but growing. Departmental applications,
such as Sungard HTE (Finance/HR), were purchased years earlier with no long term city
technology architectural vision.
Solution
Sciens conducted a citywide, comprehensive IT systems analysis that, included an operational
review, IT inventory, and disaster contingency analysis; this was formally presented as an IT
Assessment Report. Subsequently, developed recommendations for a practical, cost conscious
approach to implementing Digital Government and eventual full-scale rollout of web-based
services to citizens.This included a prioritized list of network,hardware and applications projects,
with estimated capital and recurring costs and related deployment timeline.
Conducted a prioritization discussion with Department Directors to review recommendations
and develop consensus around prioritized,calendarized projects list. Developed IT organizational
structure and positions to support the strategy and prioritized projects. Developed final IT Plan
and presented it to the City Council for review,feedback and adoption.
The project was completed in five months, on-time and on-budget. It was staffed by Stephen
Gousie as Project Manager and Business Applications Lead, and Ernest Pages as Technical Lead.
A second IT Strategic Plan was developed for the City five years later after the City and the IT
Department completed the projects identified in the first IT Plan.
Follow-On Projects Reference&Client Contact
• Data Center Build-Out RFP Mr. Sid Hudson
• Police & Fire Systems Replacement Selection Director of Information Technology
• 2nd 5-Year IT Strategic Plan 305 Century Parkway
• GIS Assessment Allen,TX 75013
• Administrative & PZB System Replacement Phone: (214) 509-4851
Selection shudson@cityofallen.org
sciens Page 10
,'
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
City of Conroe, Texas Information Technology and GIS Strategic Plan
Challenge
Diverse city of over 52,000 whose population has doubled in the last twenty years. Technology
application initiatives had been driven in a decentralized manner and technology infrastructure
investment had not kept pace with growth.
Solution
An assessment was performed of the existing key technologies the City used, including municipal
applications like Tyler Incode, GIS, Office Automation applications, the City website, telephony,
document management, storage and the wired and wireless networks. User surveys and
departmental interviews were conducted to understand use patterns,and satisfaction levels with
technology and technology support used in day-to-day operations. In addition,workflow analyses
were performed in the major departments.
Working closely with the Information Technology and GIS staffs,eGov designed applications and
infrastructure architectures to position the City for Digital Government deployment offering
expanded services to citizens, residents, businesses and visitors; this included more extensive e-
services over the website and implementation of a call center using citizen relationship
management software for City customer with limited web access.
Critical to the success of the Digital Government expansion was a multi-year development of GIS
capabilities, spatial data, and integration with the Finance, Public Safety, Public Works and
Community Development systems. In addition to identifying the key projects involved in the
above Digital Government implementation, the Plan included a review of technology
alternatives,costs implications and staffing requirements.These projects were reviewed with the
IT Steering Committee and prioritized. A calendarized budget of capital and recurring costs,
including staffing, was included in the final IT Strategic Plan presented to Council.
The project was completed on-time and on-budget. It was staffed by Ernest Pages as Project
Manager and Technical Lead, and Stephen Gousie as Process Design Engineer and Business
Applications Lead.
Follow-On Project Reference &Client Contact
• RFP Development for a Wired and Wireless Pam Cobb, IT Manager
Network Buildout and subsequent vendor City of Conroe
selection. 300 W Davis Street
Conroe,TX 77301
Phone: (936) 522-3071
pcobb@cityofconroe.org
sciens Page 11
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
City of Pearland, Texas Information Technology Needs Assessment and Strategic Plan
Challenge
Dynamically growing city of over 90,000 whose population has increased over 140%since the last
census, making it the 15th fastest growing city in the country. With non-incorporated areas
served, the population supported exceeded 125,000. In addition to technology infrastructure
investment falling behind the pace of growth, technology modernization had been inhibited in
recent years due to the unsettled economic climate.
Solution
An assessment was performed of the information technology environment, including municipal
applications, GIS, Office Automation applications, the City website, telephony, document
management, storage and the wired and wireless networks. User surveys and departmental
interviews were conducted to understand use patterns, and satisfaction levels with technology
and technology support used in day-to-day operations. In addition, workflow discussions were
performed in the major departments to understand the efficiency of those workflows and where
process improvement and technology usage might improve operations.
Working closely with the Information Technology, Sciens designed applications and
infrastructure architectures to position the City for Digital Government, specifically to meet
critical goals of modernizing the applications environment, standardizing and simplifying the
technology infrastructure, and aligning the IT staff to meet the City's needs.
In addition to identifying the key projects required to meet the above goals, the Plan included a
review of technology alternatives, costs implications and staffing requirements. These projects
were also phased over a multi-year period to minimize budgetary impact as well as spread the
demand on the IT staff. A calendarized budget of capital and recurring costs, including staffing,
was included in the final IT Strategic Plan.
The project was completed in 2012 in 4 months, on- Reference &Client Contact
time and within budget. It was staffed by Stephen John Knight
Gousie as Project Manager and Business Applications IT Manager
Lead, and Ernest Pages as Technical Lead.A followup City of Pearland
refresh of the plan was completed in Fall of 2014.
3519 Liberty Drive
Pearland,TX 77581
Phone: (281) 775-4552
Email: jknight@pearlandtx.gov
117 sciens
Page 12
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
City of Waco, Texas Information Technology Strategic Plan/ERP System Selection
Challenge
City serving 225,000 residents was experiencing increasing constituent expectations both
internally and externally, placing greater demands on City IT staff and resources. With aging
systems and infrastructure, the City needed to prioritize its investment strategy and develop a
roadmap for technology integration that was efficient and minimized disruptions to services.
In addition, the City provides extensive services related to promoting Waco and drawing
businesses and visitors to the City.These include City Zoo, Convention Center,Texas Ranger Hall
of Fame, and Airport. They also support the County in providing 911 Dispatch, Library and the
Health Department services.These had spread limited technology support resources more thinly.
Solution
Developed citywide technology plan for all city functions. Analyzed current condition of and
presented alternative solutions for the following key areas:
• Wide area network infrastructure
■ Telephony, including voice over IP services expansion
• Secure computing through the City's network with enhanced security services
• Replacement of the City's HTE finance and human resources system
• City's ecommerce and social media capabilities
• City's mobile capabilities
• Police systems capabilities
• Current Information Technology staff, including implications of the above solutions on the
overall staff make-up and sizing,and mixed use of insourced and outsourced resourcing.
The project was completed in 2012 in 4 months, on- Reference & Client Contact
time and within budget. It was staffed by Stephen James Brown
Gousie as Project Manager and Business Applications Information Technology Director
Lead, and Ernest Pages as Technical Lead.
City of Waco
P.O. Box 2570
Follow-On Projects Waco,TX 76702-2570
■ Interim IT management support Phone: (254) 750-5721
• Assistance with selection of a new IT Director Email: JamesBr@ci.waco.tx.us
• RFP Development and Vendor Selection for
replacement of HTE ERP System (Finance/HR,
Utility Billing Community Development,Asset
Management, Work Orders, CRM)
Isciens
Page 13
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Ector County, Texas Information Technology Strategic Plan
Challenge
The west Texas County with a population of 137,000 was experiencing limitations in their ability
to adequately support the internal staff technology needs. The County had limited networking
infrastructure and disconnected application systems.
The County management was looking to improve the overall county operation through the use
of modern information technology.
Solution
Sciens conducted a countywide,comprehensive IT systems analysis that included an operational
review, IT inventory, and disaster contingency analysis; this was formally presented as an IT
Assessment Report. Subsequently, developed recommendations for a practical, cost conscious
approach to implementing modern IT systems. This included a prioritized list of network,
hardware and applications projects, with estimated capital and recurring costs and related
deployment timeline. Conducted a workshop with Department Directors and commissioners
court to review recommendations and develop consensus around prioritized, calendarized
projects list. Developed IT organizational structure and positions to support the strategy and
prioritized projects. Developed final IT Strategic Plan and presented it to the Commissioners
Court for review,feedback and adoption.
The project was completed in six months, on-time within budget. It was staffed by Ernest Pages
as Project Manager and Technical Lead, and Stephen Gousie as Process Design Engineer and
Business Applications Lead.
Follow-On Projects Reference&Client Contact
• IT Management Services Mr. Dale Childers
• Network Implementation Management County Commissioner
■ Business Process Review Ector County
• Court/Law Enforcement/Jail Systems 1010 E 8th Street
Implementation Management Odessa,Texas 79761
■ Radio System Upgrdade Phone: (432) 212-5735
• Web Site Development Email:
Dale.Childers@ectorcountytx.gov
lisciens
Page 14
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Section B: Personnel
B.1 Personnel Summaries
Summaries of the background of the Sciens team members are provided below.
Ernest Pages(Partner)has over twenty-five years of experience in information/communications
technology design and has been involved with numerous governments and Fortune 500
companies assisting them in strategic planning and implementing systems. Ernest is currently the
CIO of Ector County, Texas where he has created the IT Department, hired staff, developed
policies and processes, and developed governance methods. In that capacity, he has also
designed, budgeted, and implemented a county-wide area network, data center, internet
disaster recovery, web-filtering,firewalling,centralized systems management(SCCM), end-point
security, and Cloud-based core systems. Ernest has renegotiated the contract with AT&T to
substantially reduce the phone costs throughout the County. His areas of technical expertise
include: IP Backbone Networks, Voice over IP, Network Security, Police/Fire CAD/RMS Systems,
Court Case Management Systems, Document Management Systems, Storage Area Networks,
Cloud-based Computing, Mobility, and Geographic Information System (GIS). As part of
continuing education, Ernest has become certified as a Microsoft Systems Engineer (MCSE) and
in the Governance of Enterprise IT (CGEIT); he is also a Certified Information Systems Auditor
(CISA) and a State of Florida Engineer (EIT). Ernest earned a Bachelor of Science in Mechanical
Engineering, Masters in Business and a Master of Science in Industrial Engineering from the
University of Miami.
Stephen Gousie (Partner) has over twenty-five years of professional experience working with
organizations on the improvement and automation of processes,and development and selection
of systems that support their strategic goals, meet their mission and serve their community.
Stephen's extensive background in accounting, finance and information technology provide him
with the knowledge and skills needed to assist local government organizations and agencies to
define their priorities and budgets, and target investments to maximize the return on their
investments. This is especially critical for local governments that are poorly served by their
current enterprise resource planning systems (i.e., finance, human resources, planning/zoning/
building (land management), asset management, citizen relationship management and
document management capabilities). Stephen has led teams to plan, refine requirements,
develop requests for proposal, select and negotiate contracts with vendors, and implement the
systems in as cost-effective and efficient a manner as possible, minimizing the disruption that
such activities can have on an organization. As part of his continuing education, Stephen is
certified by the Project Management Institute as a Project Management Professional (PMP
#1324565), certified by EXIN in the Information Technology Infrastructure Library (ITIL), and is a
certified Process Design Engineer (CPDE). Stephen earned a Bachelor of Arts in Economics from
The George Washington University and a Master of Science in Management (MSM) from Lesley
University.
sciens Page 15
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Ryan Page brings expertise in enterprise
resource planning systems, finance and City of Port Arthur
procurement, including request for proposal Project Manager
development and sourcing. Ryan contributes
strong analytical and process mapping skills. He
has applied these skills in working with national
Sciens City of Port Arthur
retail companies. Ryan earned a Bachelor of Engagement Manager/
Technical Consultant Project Resources
Business Administration in Supply Chain Ernest Pages
Management from Texas A&M University.
Sciens
Business Process Consultant
82. Resumes Stephen Gousie
The following pages contain our personnel's
resumes. Sciens
Business Process Analyst
Ryan Page
City of Port Arthur
Information Technology Master Plan
Project Structure
sciens
Page 16
Proposal for
City of Port Arthur Information Technology Assessment and Planning Services
Ernest Pages, MCSE, CGEIT, CISA
Partner, Sciens
epages@sciens.com Summary
Specialties Partner at Sciens. Ernest is an internationally recognized expert with
- Technology Management over twenty-five years' experience in technology management,
- Communications Systems planning and communications systems design.
- Procurement and Contract He has advised private and public sector CIOs and CEOs on the strategic
Negotiation
- Implementation Project use of technology for operations improvement. He balances technical
Management depth with business savvy to help create effective implementations.
- Business Process Improvement He has successfully assisted senior management to converge on the
- Business Planning and technology vision, and led technical teams to effectively deploy the
Feasibility vision.
Technology Experience Representative Projects
- IP Backbone Networks Technology Management
- Voice over IP Systems - Executive Management Outsourcing: Provided executive
- Video Communications management to multiple organizations undergoing transition, to
- Storage Area Networks
- Systems Security include CIO/COO services. Included market planning, marketing
Cloud Based Computing and sales management,and product delivery management.
- Municipal Systems - IT Strategic and Governance Plans: Developed multiple plans for
- Geographic Information government organizations, to include assessment of strategic
Systems(GIS) business objectives, IT goals assessment, IT operations
- Alternative Energy Systems assessment, recommended governance structure recommended
Industry Areas technology architecture,and phased budget plans.
- Local/County Government - IT Management Assessment and Planning: Conducted detailed
- Police,Fire, EMS reviews of multiple IT organizations using COBIT and ITIL best
- Manufacturing practices. Subsequently developed new organizational structure,
- Utilities
- Airports governance mechanisms and technology direction.
Entertainment - IT Disaster Recovery Planning: Have assisted multiple
Telecommunications organizations in designing fault resilient network and system
-Professional Registrations configurations. Designs have planned for the system recovery
- Certified in the Governance of using technologies such as virtualization and cloud computing.
Enterprise IT(CGEIT) Communications Systems Design
- Certified Information Systems - County and Public Safety Network Design: Developed conceptual
Auditor(CISA) architecture and design specifications for multiple agencies.
- Microsoft Certified Systems Networks provided secure access to criminal history information
Engineer(MCSE) to investigators and mobile units.
- Certified in Information - International Airport Telecommunications Strategic Plan:
Technology Infrastructure
Library(ITIL) Developed the strategic direction for an integrated airport
FEMA Continuity of Operations network. The plan included an analysis of the current and future
(COOP)and Incident Command applications requirements such as Baggage Information Display
System(ICS) Planning (BIDS), Flight Information Display (FIDS), and Common Use
- State of Florida, Engineering Terminals(CUTE)systems.The plan provided for the integration of
EIT Number 481ET259 a high speed ATM based backbone to provide comprehensive
connectivity and manageability for video,voice and data systems.
lisciens
Page 17
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Ernest Pages, MCSE, CGEIT, CISA
Partner, Sciens
Experience - Theme Park Network Design and Specifications: Developed
- Sciens Services LLC,Partner integrated network design and technical specifications for
- Ryder System,Inc., IT Manager international theme park. Design included the network
- Florida Power and Light, architecture for varied subsystems including - Theme Ride
Management Analyst Telemetry, Video Surveillance, VolP, Building Management and
- Deloitte and Touche,
Management Consultant business administration.
- Siemens Communications, - Telecommunications Sector Planning: Technical advisor to
Communications Software multidisciplinary business delegation to provide assistance to the
Engineer Russian and Czech Republic telecommunications sector as part of
- Nortel Networks,Systems their transition to a market economy.
Engineer - Telecommunications Sector Strategic Planning: Managed Team
- Stone and Webster Architect and performed detailed technical analysis, marketing review, and
Engineers,Design Engineer developed alternatives for the restructuring of the
Professional Affiliations telecommunications sector of the country of Bolivia for the World
- Information Systems Audit Bank.
Control Association
International City/County Procurement and Contract Negotiation
Management Association - Geographic Information Systems (GIS) Selection: Analyzed the
- Institute of Electrical and operations of multiple organizations determining the GIS needs,
Electronic Engineers available data sources, GIS architecture, and support delivery
- Institute of Industrial Engineers organizational structure. Developed procurement RFP's and
Education assisted in the selection of the optimal GIS integrator.
- University of Miami—School - Public Safety Systems Design,Selection and Contract Negotiations:
of Engineering Analyzed the operations of over 50 public safety agencies and
Master of Science in Industrial developed Request for Proposals, assisted with vendor selection,
Engineering, MSIE contract negotiation and implementation of integrated systems.
Area of Specialization:Total
Productivity and Quality - Public Safety Systems Litigation Support: Provided expert witness
Management services in support of County lawsuit regarding the lack of
- University of Miami-School of functional performance of the Computer Aided Dispatch System.
Business Implementation Project Management
Master of Business - Global Router Network Deployment: Managed the
Administration,MBA implementation of IP network for multinational bank. Deployment
Area of Specialization:Strategic included the selection of the routing protocol (OSPF), equipment
Management staging and installation over eleven cities. Network was
- Florida Atlantic University— successfully deployed on schedule, budget.
School of Engineering - Network to Host Integration: Provided mainframe access to
Bachelor of Science in
Mechanical Engineering,BSME corporate network users through the deployment of an SNA
Area of Specialization: gateway. Project required coordination with mainframe front end
Alternative Energy/Numerical communications and the network administration. Project was
Methods delivered on time and in schedule.
sciens
Page 18
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Stephen Gousie, PMP
Partner, Sciens
sgousie@sciens.com Summary
Partner at Sciens. Stephen is a nationally recognized expert in project
Specialties management, business process analysis and reengineering, and
- Project Management technology acquisition. He has an extensive background in accounting,
- Business Analysis finance and information technology, provide him with the knowledge
- Process Reengineering and skills needed to assist local government organizations and agencies
- Strategic Planning
Systems Implementation to define their priorities and budgets, and target investments to
Management maximize the return on their investments.
- Vendor Management Stephen understanding of the business of government and knowledge
- Technology Acquisition of information technology have enabled him to lead large and small
c Needs Analysis project teams on hundreds of projects,such as integrated ERP systems,
c Specifications including those involving cloud services, client server and legacy
c RFP Development, integration.
c Vendor Selection
c Contract Negotiations Representative Experience
c Implementation - Integrated Enterprise Resource Planning (ERP) System Planning,
- Biometrics/Multi-factor
Authentication Selection: Worked with cities and counties in the review of
Industry Areas capabilities in the areas of finance, human resources,
- Local/County Government planning/zoning/building (land management), asset
- Police,Fire,EMS management, citizen relationship management and
- Banking document management capabilities. Analyzed existing
- Insurance environment and developed move-forward plan, including budget
- Petrochemicals and priorities. Conducted extensive analysis of user needs in the
- Pipelines
- Logistics context of market capabilities, developed specifications,
Utilities developed Requests for Proposal, assisted with vendor selection,
- Airports contract negotiation.
- Integrated ERP System Project Management: Managed project
Professional Registrations teams for integrated ERP systems implementations. Directed
- Project Management multiple vendors'products and services, managed project timeline
Professional and budget,and city/county resources for successful,on-time and
(PMP#1324565) on-budget implementations.
- EXIN Certified in - IT Management Assessment and Planning: Conducted detailed
Information Technology reviews of IT organizations using COBIT and ITIL best practices.
Information Library(ITIL) Subsequently developed new organizational structure,governance
- Certified Process Design
Engineer(CPDE) mechanisms and technology direction.
- Business Process Reengineering: Managed team that analyzed
Fortune 100 healthcare provider's patient billing and collection
processes, identified improvement opportunities, documented
and trained new processes, resulting in improved collections and
fewer delinquent accounts for the provider.
•
Page 19
lisciens
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Stephen Gousie, PMP
Partner, Sciens
Professional Affiliations - Interim IT Management: Provided interim management to IT
- Project Management organizations, including planning, personnel management,service
Institute(PMI) delivery management, governance management. Assisted with
- American Public-Safety identification and selection of full-time resource (i.e., IT
Communications Officers Director/CIO)and facilitated the transition.
International(APCO) - ISO 9000 Certification:Led organization that provided services and
- Institute of Industrial
Engineers(IEE) software to define quality management practices and have its
International City/County processes ISO 9000 certified. Management Systems
Management Association Development: Lead analyst and project manager for team that
(ICMA) analyzed,designed and codified management system processes for
- Information Technology global Fortune 50 company. Management system touched every
Service Management Forum aspect of work performance, from planning to safety to
(ITSMF) manufacturing.
- International Society for - Advanced Biometric Technology Integration: Led international
Performance Improvement team developing a biometrically-enabled immigration visa
(ISPI); past chapter prototype system using multi-factor authentication.
president,member
- Airport Security Program: Coordinated multi-vendor team
Previous Experience designing and developing leapfrog biometric and sensor
Partner at Sciens technology products for the airport market using a regional airport
- Strategic Programs as a test bed.
Manager for NEC Solutions - Safety Management System: Led team to develop safety
America management policies and processes for Fortune 100 pipeline
- Program Manager for Niteo company that was under EPA mandate and deadline. Met deadline
Partners to save customer millions of dollars in fines.
- Program Manager for Zefer - International Sourcing Training Program: Designed and developed
Consulting training course for buyers for a Fortune 100 retail company.Course
- Managing Director for instructed buyers in traversing the challenges of establishing
Information Mapping
- Senior Consultant for manufacturing arrangements in nascent markets overseas.
Information Mapping
- Business Analyst for the =ducation
U.S.Customs Service Lesley University-Graduate School of Arts&Sciences
- Assistant Controller for the Strategic of Science in Management, MSM
Water Pollution Control - Areas of Specialization:Organizational Design, Human
Federation Performance Technology, Information Technology
The George Washington University-Columbian College
Bachelors of Arts in Economics, BA
- Area of Specialization: Econometrics
sciens Page 20
�'
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Ryan Page - Consultant
rpage@sciens.com Summary
As a Consultant at Sciens,Ryan brings a technical background in
Specialties supply chain management,negotiation, procurement,and ERP
- Procurement management to the organization.
- Supply Chain Management He has previously applied these skills in contract negotiation for retail
- Negotiation providers, in retail procurement and supply chain industries,and now
- ERP Management
Process Ma Pp g in in consulting for the public sector.
- Strategic Sourcing Representative Experience
Financial Analysis - Business Financial Analyst
Worked with private equity firms to develop criteria for multiple
Industry Areas retail chain Software-as-a-Service contract that would allow for
- Retail Procurement data sharing and communication between organizations.
- Retail Supply Chain Conducted financial analysis on organization department to
- Contract Negotiation determine software budget over 5 year span.
Six Sigma Optimization — RFP Development&Review
- Customer Service Developed and published RFP bids with multiple vendors.
Monitored vendor bidding within the system and consulted on
Research Publications and vendor needs and questions. Scaled and rated bidding using
Case Studies organization algorithms to determine rating for vendor bids.
- IBM IT Systems Consulting Results of bidding processes led to organization savings of over a
Review million dollars and improved service for the foreseeable future.
Republic Redesign and — Strategic Sourcing
Analysis
- Syncs System's Forecasting Conducted interviews, reviewed proposals, and demonstrations
Analysis for eProcurement systems,vendor management systems,and
contract management systems. Utilized scaling and rating system
to compare opportunities presented by multiple vendors.
Previous Experience - Six Sigma Process Mapping
- Procurement and Supply Assisted in the mapping, monitoring,and adjusting of distribution
Chain Intern at PETCO
Technician at Kickapoo and procurement operation of national retail chain. Utilizing
Ranch Resort software and hardware reorganization, efficiency of operations
- Texas A&M Delegate for improved on multiple levels of organization.
Abbott Leadership - Contract Negotiation
Conference Negotiated and organized contractual terms with SAP and Oracle
over the implementation and scalability of systems used for
electronic procurement and vendor management.
Texas A&M University
Bachelors of Business Administration in Supply Chain Management,BBA
11 scleras
Page 21
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Section C: Strategic Planning Process
C.1 Project Approach
Our approach places a premium on communication and collaboration. In addition to regular
phone calls and weekly progress reports made to the City's Project Manager, our team of
professionals meets and works with the City's team, specifically to:
• Understand senior management's goals to identify the City's strategic direction
• Interact with key users to review their functional needs,
• Meet with IT staff to analyze how the existing infrastructure(both network and applications),
processes, and organizational structure support the departmental staff
The result is a logical, comprehensive Information Technology Strategic Plan based on factual
discovery of your needs. Our approach is field-proven, structured, replicable, and scalable —
leading to shortened project schedules and lowered overall project costs. The approach allows
many opportunities for the City's staff to be involved in development of the Plan and provide
input to the final recommendations. The work plan proposed enables the City and Sciens to
develop an Information Technology Strategic Plan that:
• Modernizes the City's application environment and services
• Stabilizes and enhances the organizational environment to aid in management transitions
• Improves the efficiency and effectiveness of City work processes by both streamlining and
improving processes and the technologies that supports them
• Aligns technology to an enterprise perspective
■ Redefines how IT resources are utilize and shared to both improve service delivery to
residents and streamline internal operations
• Focuses IT investments on initiatives that will enable significant improvement in Citywide
service delivery and business operations,and
• Enables forward-looking IT initiatives,such as Digital Government services, residents' portals,
e-Identity, enterprise content management, and wireless/mobile communications
• Minimizes disruptions to services for existing users and customers
• Addresses integration of heterogeneous systems
■ Improves the City's operational efficiency in the most cost effective manner.
A summary of our project approach is shown below.
sciens
Page 22
,'
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Phase 1 Phase 2 Phase 3
Data Gathering Strategy Development&
&Assessment Project Prioritization Plan Development
J
,j Deliverable:Findings& Deliverables:Prioritization \'4 Deliverable:Final Plan&
Recommendations Workshop,Budget& Presentation
Projects Timeline
Sciens Assessment&Strategic Planning Process 11
Phase 1 —Data Gathering and Assessment
We begin with a thorough examination of the information available regarding how each
department utilizes IT systems in support of their business objectives. We collect and examine
relevant data regarding:
• The City's strategic business direction Phase 1:Data Gathering&Assessment
■ Organizational roles and responsibilities
• Discovery/Project Kickoff
• Financial investments in technology (i.e., information • Strategic Direction Review
technology expenditures city-wide and technology- •
IT Governance Review
related CIP budget) • Functional Needs Review
• Customer departments' functional/business needs • Infrastructure&Architectures Review
• Current technical infrastructure and application • Mobility Review
architectures • Technical Support Review
• Technical support provided by the IT organization • IT Policies,Processes&Standards
■ Benchmark key operational, service and security IT Review
processes • Technical Risks Review
• Identification of IT-related business risk. • Findings&Recommendations
The Data Gathering & Assessment phase is comprised of
separate tasks designed to touch every aspect of the IT Department's business, including
managerially and technically. Data will be collected through interviews and focus groups with
the IT Department's staff, the City's Departmental Directors, and key Departmental staff
members; and, an examination of physical sites and
documentation. Utilizing this information, Sciens will Phase 1 Deliverables
perform the activities shown here. • Web-based eSurvey
•
Using these findings, the Sciens team will identify the Project Kickoff Presentation
•
issues and limitations. The goal of the Findings is to Benchmarking Financial and Staffing
provide a documented report on the current issues • City Departmental&IT Department Interviews
•
and areas of possible improvement for the City's Network and Applications Interaction Diagrams
•
technology environment. ITIL Policy and Process Review
• Cyber Security Evaluation
■ Findings&Recommendations Report
sciens Page 23
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
We develop recommendations to utilize existing infrastructure and applications with the least
additional costs. However, if operational efficiency and/or management effectiveness/efficiency
are best served by modifying/adding to infrastructure or applications, those recommendations
will be made and supporting information provided in order to
2assist the City with prioritization decisions in the next phase. Phase Pr SDevelopment&
Project Prioritization
Phase 2 —Strategy Development& Project Prioritization • Information Technology
Once the data gathering and assessment are completed, the Strategic Direction
Sciens team will work with representatives for the City in • Project Prioritization
ost
utilizing the Findings& Recommendations Report to develop an o im
o Timeframe
IT strategic direction for the City, and conduct a project o IT Support
prioritization session with IT Management and key stakeholders o Value
the City wishes to include.These activities are shown here. 0 Risk
• Information Technology Strategic Direction
Sciens will work with the City to develop an IT Strategic Direction comprised of: an IT vision
statement and associated guiding principles; a technology roadmap; IT services that need to
be provided to support the vision and roadmap; sourcing recommendations for those
services.
• Project Prioritization
Sciens will work with key City
representatives to develop a
High
list of projects drawn from the
Findings and
Recommendations. Over the w 0
course of multipleo0
discussions, Sciens will work
with the City in establishing a 0 00
list of projects to alleviate the
Low High
City's existing issues and Value
prepare it for future
initiatives. Utilizing this projects list, we will facilitate prioritization with IT staff and other key
stakeholders (as desired). Facilitation will be performed to streamline the complex decision-
making process. Each project will be evaluated using the Project Prioritization Matrix using
the following criteria: Cost,Timeframe, IT Support,Value and Risk.This is shown here.
sciens Page 24
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Utilizing the PPM, Sciens will facilitate the decision- Phase 2 Deliverables
making process with IT Management and key •
Strategic Technology Direction
stakeholders to help them reach consensus on project • IT Department Services Definition
priorities. In addition, we will model the process to be • Future State Network Diagram
used by the IT Department on an annual basis to keep the • Future State Applications Diagram
Plan current. Finally, once consensus has been reached, • Organizational Recommendations
the projects will be sequenced and calendarized so that a • Policies/Processes Recommendations
phased implementation is logical both functionally and • Project Recommendations
technically. • Project Prioritization Matrix
Phase 3—Plan Development • Projects Costs(capital,recurring)
Once consensus is developed with IT and stakeholders,Sciens • Prioritized Projects List
will develop the Information Technology Strategic Plan that
includes:
• Strategic Technology Direction — The final version of the Phase 3:Plan Development
strategy selected by the committee, including diagrams • Plan Drafted
illustrating the infrastructure and application architectures. . City Review
• Prioritized Projects List — Prioritized initiatives/programs as ■ Plan Updated&Finalized
established during the Prioritization discussion. • Presentation
• Investment Plan — Calendarized budget describing the
investments required during each phase of the Plan.
• Non-Project Recommendations— Non-project recommendations made by the Sciens during
the strategic planning process.
• Transition Plan — Phased view at implementation of projects Phase 3 Deliverables
so as to minimize disruption to the organization and best • Draft Information Technology
leverage available resources. Strategic Plan
The draft will be submitted for review and comment by the City • Final Information Technology
and revisions will be made accordingly. Once completed, Sciens Strategic Plan
will present the final Plan to City Management and/or City • Presentation to City
Council. Management and/or City Council
n sciens Page 25
City of Port Arthur Proposal for
Information Technology Assessment and Planning Services
Section E: Project Timelines
El Strategic Plan Development Timeline
GANTT chart for this project, identifying the major tasks with associated, proposed start and
completion dates, and milestones, is shown below. Sciens will work with the City of Port Arthur
to arrive at a schedule that meets your objectives and deadlines.
It is expected that Phases 1,2 and 3 will take just short of 3-5 months depending upon the impact
of vacations and holidays. This timeline is illustrated for planning purposes below. Dates are
subject to change based upon discussions with the City regarding goals and availability.
Apr 2016 May 2116 Jun 2016 1a12016 Aaq 2016
ID Task Name Start Finish Duration
A/3 4/10 A/I) 4.20 5/9 5/6 5/15 5/12 5/29 6/5 6/12 6/19 6/26 7/3 2/10 1/17 7/21 2/31 6/7
1 Data Gathering and Assessment 4/14/2016 6/17/2016 47d
2 Data Gathering 4/14/2016 5/18/2016 25d
3 Draft Assessment Report 5/18/2016 5/31/2016 10d
4 City Review 5/31/2016 6/6/2016 5d
5 Final Report 6/6/2016 6/17/2016 10d
6 Strategy Devdapment and Protect Prioritization 6/20/2016 7/11/2016 16d
7 Strategy/PrioMizatian Preparation 6/20/2016 7/8/2016 15d MOM
8 Strategy/Pdarltiz aim Discussion 7/11/2016 7/11/2016 ld
9 Plan Development 7/7/2016 8/12/2016 27d VIMMEMMENNINNIF
10 Draft Ran 7/7/2016 7/27/2016 15d
11 City Review 7/28/2016 8/3/2016 Sd 11111
12 Final Ran 7/29/2016 8/11/2016 10d MIME
13 Presentation 8/12/2016 8/12/2016 1d
Page 26
lisciens
Proposal for
City of Port Arthur Information Technology Assessment and Planning Services
Section F: Cost Estimate
F.1 Plan Project Cost Detail
The total project costs for Phases 1, 2 and 3 are shown in the Project Cost Detail below;fees were
calculated using an hourly billing rate of$160 per hour for all senior Sciens personnel and $85 per hour
for junior personnel on the project. Based on the scope of work description, deliverables, and our
proposed method for conducting the services, our not to exceed total cost for Phases 1, 2 and 3
is$39,600.
Phase Activity Milestone Hours Fees Expenses Total
1 Data Gathering&Assessment
la Data Gathering eSurvey,review available 72 $ 9,720 $ 3,450 $ 13,170
documentation,interviews with
departments and IT staff
lb Draft Assessment Report draft delivered to the City 32 $ 3,920 $ - $ 3,920
Report
is City Review Feedback delivered to Sciens j - $ - $ - $ -
1d Final Report Final Report delivered to the City 32 ! $ 3,920 $ - $ 3,920
2 Strategy Development&Project Prioritization
2a Strategy/Prioritization Strategy development,project 44 $ 5,240 $ - $ 5,240
Preparation ;identification and preliminary
prioritization,costing,staffing
requirements
2b Strategy/Prioritization Agreed upon,calendarized and 12 $ 1,320 $ - $ 1,320
Discussion ;prioritized projects I
3 Plan Development
3a'Draft Plan 1 Plan draft delivered to the City 40 $ 5,200 $ - $ 5,200
3b City Review FeedbackdeliveredtoSciens _; - $ - $ - $ -
3c Final Plan +Final Plan delivered to the City 24 i $ 2,640 $ - $ 2,640
3d Presentation I Presentation to City Management 24 $ 2,640 $ 1,550 i $ 4,190
and/or City Council
TOTAL 280 a $._..34,� , $ 5,000 $39,600
_ ._
IN
i sciens Page 27