HomeMy WebLinkAboutPR 24365: SCIENS LLC TO PERFORM A CITY-WIDE TECHNOLOGY ASSESSMENT TO DEVELOP A STRATEGIC TECHNOLOGY PLAN FOR THE NEXT 5 YEARS INTERNAL CORRESPONDENCE
To: Rondal Burton, CPM, City Manager
From: Fay Young, Information Technology Director
Date: June 5, 2025
Subject: Proposed Resolution No. 24365
Introduction:
This is a recommendation to engage Sciens LLC to perform a city-wide technology assessment
and to develop a Strategic Technology Plan for the next five years. Sciens, LLC is an approved
vendor of the TIPS Purchasing Cooperative(TIPS-USA Contract number 200105).
Background:
Pursuant to Resolution 16-162, the 2016 Technology Assessment and Strategic Technology Plan
was performed Sciens LLC. Therefore, Sciens LLC has historical knowledge of the City's
technology landscape to perform the Strategic Technology Plan.
Sciens,LLC has proposed the following four-phase process with a total estimated project duration
of 328 hours:
Phase 1 — Project Initiation and Data Gathering: Project planning and management,
data collection, and onsite interviews.
Phase 2—Current Environment Assessment: Analyze current environment, assess risk,
develop assessment findings.
Phase 3—Recommendations and Prioritization: Develop new project initiative,develop
timeline and budget.
Phase 4 — Strategic Technology Master Plan: Draft Strategic Technology Plan, Final
Strategic Technology Plan.
Budgetary Impact:
The projected budgetary impact for this project is$64,630.00.Funding in Information Technology
Professional Services Account No. 001-09-023-5420-00-10-000.
Recommendation:
Information Technology recommends engaging Sciens in conducting a citywide technology
assessment and the development of a citywide Strategic Technology Plan for the next five years.
P.R. NO. 24365
FY 6/6/2025
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AN AGREEMENT WITH SCIENS LLC OF MCKINNEY, TEXAS,
THROUGH TIPS-USA, A PURCHASING COOPERATIVE, FOR THE
PERFORMANCE OF A TECHNOLOGY ASSESSMENT AND THE
DEVELOPMENT OF A CITY-WIDE STRATEGIC TECHNOLOGY PLAN
FOR THE NEXT FIVE-YEARS, WITH A PROJECTED BUDGETARY
IMPACT OF $64,630.00; FUNDS AVAILABE IN THE INFORMATION
TECHNOLOGY PROFESSIONAL SERVICES ACCOUNT NO.001-09-023-
5420-00-10-000-.
WHEREAS,the City desires to conduct a city-wide technology assessment and to develop
a city-wide Strategic Technology Plan for the next five years; and
WHEREAS,pursuant to Resolution 16-162,Sciens,LLC performed the 2016 Technology
Assessment and Strategic Technology Plan and therefore possesses historical knowledge of the
City's technology landscape to 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, 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 TIPS Purchasing COOPERATIVE (Contract number 200105); and
WHEREAS, it is recommended that the City entered into a contract with Sciens, LLC to
conduct a city-wide technology assessment and to develop a city-wide Strategic Technology Plan
for the next five-years.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PORT ARTHUR, TEXAS:
Section 1. That the facts and opinions in the preamble are true and correct.
I
P.R.NO. 24365
FY 6/6/2025
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 a Technology
Assessment and the development of a city-wide Strategic Technology Plan for the next five-years,
with a projected budgetary impact of$64,630.00,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. 2025 at a regular
meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
CITY OF PORT ARTHUR:
Thurman Bill Bartie,Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
Roxann Pais Cotroneo, City Attorney
P.R. NO. 24365
FY 6/6/2025
APPROVED FOR ADMINISTRATION:
tO,‘
Ronald Burton, CPM • Clifton illiams, CPPB
City Manager Purchasing Manager
Fay Young, PE/CGCIO/
Information Technology o irector
APPROVED AS TO AVAILABILITY OF FUNDS:
cW-la/L- (361j,/,/
Lynda(Lyn) Boswell, MA, ICMA-CM
Director of Finance
P.R. NO. 24365
FY 6/6/2025
Exhibit A
RT
STATE OF TEXAS § CITY OF PORT ARTHUR,TEXAS
§ AGREEMENT FOR IT CONSULTING SERVICES
COUNTY OF JEFFERSON §
This Agreement for the Technology Assessment and Development of Information
Technology Strategic Plan is made by and between the City of Port Arthur,Texas,("City")a Texas
home-rule municipality located in Jefferson County, Texas and Sciens, LLC ("Consultant"), a
Texas limited liability company, acting by and through the Parties' 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 Strategic Plan(the "Services"); and
WHEREAS,Consultant desires to render Consultant services in accordance with 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 is hereby acknowledged, the Parties
agree as follows:
Article I
Employment of Consultant
Consultant will perform as an independent contractor for all services under this Agreement
to the prevailing Consultant standards consistent with the level of care and skill ordinarily
exercised by members of Consultant's profession,both public and private, currently practicing in
the same locality under similar conditions including but not limited to the exercise of reasonable,
informed judgments and prompt, timely action. If Consultant is representing that it has special
expertise in one or more areas to be utilized in the performance of this Agreement,then Consultant
agrees to perform those special expertise services to the appropriate local, regional and national
Consultant standards.
Article II
Term
2.1 The term of this Agreement shall begin on the date of execution by all parties and
shall remain in effect for a period of three (3)months or until services are complete, including the
time necessary to develop the project deliverables, subject to change upon request or mutual
agreement(s).
2.2 Consultant may terminate this Agreement by giving thirty (30) days prior written
notice to City. In the event of such termination by Consultant, Consultant shall be entitled to
compensation for services satisfactorily completed in accordance with this Agreement prior to the
date of such termination.
2.3 City may terminate this Agreement by giving ten (10) days prior written notice to
Consultant. In the event of such termination by City, Consultant shall be entitled to compensation
for services satisfactorily completed in accordance with this Agreement prior to the date of such
termination. Upon receipt of such notice from City, Consultant shall immediately terminate
working on,placing orders or entering into contracts for supplies,assistance,facilities or materials
in connection with this Agreement and shall proceed to promptly cancel all existing contracts
insofar as they are related to this Agreement.
2.4 Upon notice of termination by Consultant or City, Consultant shall immediately
surrender all project documents produced by Consultant and its subcontractors up to and including
the date on which termination notice was given.
Article III
Scope of Services
3.1 Consultant shall perform the services specifically set forth in Exhibit A, attached
hereto and incorporated herein by reference, entitled"Scope of Services." In case of conflict with
the language of ExhibitA and the provisions of this Agreement,the provisions of this Agreement
shall control. Any additional services require the prior approval of the City Council of the City.
3.2 The Parties acknowledge and agree that any and all opinions provided by
Consultant represent the best judgment of Consultant.
Article IV
Schedule of Work
4.1 Consultant agrees to commence services upon written direction from City and to
complete the tasks set forth in Exhibit A, Scope of Services, in accordance with a work schedule
established by City (the"Schedule"),which is attached hereto and incorporated as Exhibit A.
4.2 In the event Consultant's performance of this Agreement is delayed or interfered
with by acts of City or others, Consultant may request an extension of time for the performance of
same as hereinafter provided, and City shall determine whether to authorize any increase in fee or
price,or to authorize damages or additional compensation as a consequence of such delays,within
a reasonable time after receipt of Consultant's request.
4.3 No allowance of any extension of time, for any cause whatsoever, shall be claimed
or made by Consultant, unless Consultant shall have made written request upon City for such
extension not later than five(5)business days after the occurrence of the cause serving as the basis
for such extension request, and unless City and Consultant have agreed in writing upon the
allowance of such additional time.
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City of Port Arthur, Texas
Professional Services Agreement
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Article V
Compensation and Method of Payment
5.1 City shall pay Consultant for the services specifically as set forth,ExhibitA and in
accordance with the Rate Schedule in the total not to exceed amount of $64,630.00 for said
services.
5.2 Each month Consultant shall submit to City an invoice supporting the amount for
which payment is sought. Each invoice shall also state the percentage of work completed on the
Project through the end of the then submitted billing period,the total of the current invoice amount,
and a running total balance for the Project to date.
5.3 Within thirty (30) days of receipt of each such monthly invoice, City shall make
monthly payments in the amount shown by Consultant's approved monthly invoice and other
documentation submitted.
5.4 Consultant shall be solely responsible for the payment of all costs and expenses
related to the services provided pursuant to this Agreement including, but not limited to, travel,
copying and facsimile charges, reproduction charges, and telephone, interne, e-mail, and postage
charges, except as set forth in Exhibit A.
5.5 Nothing contained in this Agreement shall require City to pay for any services that
are unsatisfactory as determined by City or which is not performed in compliance with the terms
of this Agreement, nor shall failure to withhold payment pursuant to the provisions of this section
constitute a waiver of any right,at law or in equity,which City may have if Consultant is in default,
including the right to bring legal action for damages or for specific performance of this Agreement.
Waiver of any default under this Agreement shall not be deemed a waiver of any subsequent
default.
Article VI
Devotion of Time,Personnel, and Equipment
6.1 Consultant shall devote such time as reasonably necessary for the satisfactory
performance of the services under this Agreement. City reserves the right to revise or expand the
scope of services after due approval by City as City may deem necessary, but in such event City
shall pay Consultant compensation for such services at mutually agreed upon charges or rates, (a
copy of the Rate Schedule is attached hereto as Exhibit A),and within the time schedule prescribed
by City, and without decreasing the effectiveness of the performance of services required under
this Agreement. In any event,when Consultant is directed to revise or expand the scope of services
under this Agreement,Consultant shall provide City a written proposal for the entire costs involved
in performing such additional services. Prior to Consultant undertaking any revised or expanded
services as directed by City under this Agreement, City must authorize in writing the nature and
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City of Port Arthur, Texas
Professional Services Agreement
scope of the services and accept the method and amount of compensation and the time involved in
all phases of the Project.
6.2 It is expressly understood and agreed to by Consultant that any compensation not
specified in this Agreement may require approval by the City Council of the City of Port Arthur
and may be subject to current budget year limitations.
6.3 To the extent reasonably necessary for Consultant to perform the services under
this Agreement, Consultant shall be authorized to engage the services of any agents, assistants,
persons, or corporations that 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 borne
exclusively by Consultant.
6.4 Consultant shall furnish the facilities, equipment, telephones, facsimile machines,
email facilities, and personnel necessary to perform the services required under this Agreement
unless otherwise provided herein.
Article VII
Relationship of Parties
7.1 It is understood and agreed by and between the Parties that in satisfying the
conditions and requirements of this Agreement,Consultant is acting as an independent contractor,
and City assumes no responsibility or liability to any third party in connection with the services
provided by Consultant under this Agreement. 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, servant,representative,or employee of City. Consultant shall supervise the performance of
its services and shall be entitled to control the manner, means and methods by which Consultant's
services are to be performed, subject to the terms of this Agreement. As such, City shall not train
Consultant, require Consultant to complete regular oral or written reports, require Consultant to
devote his full-time services to City,or dictate Consultant's sequence of work or location at which
Consultant performs Consultant's work, except as may be set forth in Exhibit A.
Article VIII
Insurance
8.1 Before commencing work, Consultant shall, at its own expense, procure, pay for
and maintain during the term of this Agreement the following insurance written by companies
approved by the state of Texas and acceptable to City.Consultant shall furnish to the City Manager
certificates of insurance executed by the insurer or its authorized agent stating coverages, limits,
expiration dates and compliance with all applicable required provisions. Certificates shall
reference the project/contract number and be addressed as follows:
City of Port Arthur, Texas
Attention: Ron Burton, CPM City Manager
444 4th Street
Port Arthur, Texas 77640-1089
Page 4 of 11
City of Port Arthur, Texas
Professional Services Agreement
A. Commercial General Liability insurance, including, but not limited to
Premises/Operations, Personal & Advertising Injury, Products/Completed Operations,
Independent Contractors and Contractual Liability, with minimum combined single limits
of $500,000 per occurrence, $500,000 Products/Completed Operations Aggregate, and
$500,000 general aggregate. Coverage must be written on an occurrence form. The
General Aggregate shall apply on a per project basis.
B. Workers' Compensation insurance with statutory limits; and Employers'
Liability coverage with minimum limits for bodily injury: 1) by accident, $100,000 each
accident, and 2) by disease, $100,000 per employee with a per policy aggregate of
$500,000.
C. Business Automobile Liability insurance covering owned, hired and non-
owned vehicles, with a minimum combined bodily injury and property damage limit of
$500,000 per occurrence.
D. Consultant Liability Insurance to provide coverage against any claim which
the Consultant and all Consultants engaged or employed by the Consultant become legally
obligated to pay as damages arising out of the performance of Consultant services caused
by error, omission or negligent act with minimum limits of $1,000,000 per claim,
$1,000,000 annual aggregate
NOTE:If the insurance is written on a claims-made form,coverage shall be continuous(by
renewal or extended reporting period) for not less than thirty-six (36) months
following completion of this Agreement and acceptance by City.
8.2 With reference to the foregoing required insurance, Consultant shall endorse
applicable insurance policies as follows:
A. A waiver of subrogation in favor of City, its officials, employees, and
officers shall be contained in the Workers' Compensation insurance policy.
B. The City, its officials, employees and officers shall be named as additional
insureds on the Commercial General Liability policy, by using endorsement CG2026 or
broader.
C. All insurance policies shall be endorsed to the effect that City will receive
at least thirty (30) days notice prior to cancellation, non-renewal, termination, or material
change of the policies.
8.3 All insurance shall be purchased from an insurance company that meets a financial
rating of B+or better as assigned by A.M. Best Company or equivalent.
Page 5 of 11
City of Port Arthur, Texas
Professional Services Agreement
Article IX
Right to Inspect Records
9.1 Consultant agrees that City shall have access to and the right to examine any
directly pertinent books, documents, papers and records of Consultant involving transactions
relating to this Agreement. Consultant agrees that City shall have access during normal working
hours to all necessary Consultant facilities and shall be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City shall give
Consultant reasonable advance notice of intended audits.
9.2 Consultant further agrees to include in subcontract(s), if any, a provision that any
subcontractor agrees that City shall have access to and the right to examine any directly pertinent
books, documents, papers and records of such subcontractor involving transactions related to the
subcontract, and further, that City shall have access during normal working hours to all such
subcontractor facilities and shall be provided adequate and appropriate work space, in order to
conduct audits in compliance with the provisions of this section. City shall give any such
subcontractor reasonable advance notice of intended audits.
Article X
Miscellaneous
10.1 Entire Agreement. This Agreement and any and all Exhibits attached hereto
constitutes the sole and only agreement between the Parties and supersedes any prior or
contemporaneous understandings,written agreements or oral agreements between the Parties with
respect to the subject matter of this Agreement.
10.2 Authorization. Each Party represents that it has full capacity and authority to grant
all rights and assume all obligations granted and assumed under this Agreement.
10.3 Assignment. Consultant may not assign this Agreement in whole or in part without
the prior written consent of City. In the event of an assignment by Consultant to which the City
has consented,the assignee shall agree in writing with the City to personally assume,perform,and
be bound by all the covenants and obligations contained in this Agreement.
10.4 Successors and Assigns. Subject to the provisions regarding assignment, this
Agreement shall be binding on and inure to the benefit of the Parties and their respective heirs,
executors, administrators, legal representatives, successors and assigns.
10.5 Governing Law and Exclusive Venue. The laws of the State of Texas shall govern
this Agreement, and exclusive venue for any legal action concerning this Agreement shall be in a
District Court with appropriate jurisdiction in Jefferson County, Texas. The Parties agree to
submit to the personal and subject matter jurisdiction of said court.
10.6 Amendments. This Agreement may be amended only by the mutual written
agreement of the Parties.
Page 6 of 11
City of Port Arthur, Texas
Professional Services Agreement
P
10.7 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 by a
court of competent jurisdiction, such invalidity, illegality or unenforceability shall not affect any
other provision in this Agreement,and this Agreement shall be construed as if such invalid,illegal,
or unenforceable provision had never been contained in this Agreement.
10.8 Survival of Covenants and Terms. Any of the representations, warranties,
covenants,and obligations of the Parties,as well as any rights and benefits of the Parties,pertaining
to a period of time following the termination of this Agreement shall survive termination,
including,but not limited to, Section 3.3,Article X, and, in particular, Sections 10.13 and 10.14.
10.9 Recitals. The recitals to this Agreement are incorporated herein.
10.10 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:
City of Port Arthur, Texas
444 4th Street
Port Arthur, Texas 77640
Attn: Ron Burton, CPM City Manager
Copy to:
City of Port Arthur, Texas
444 4th Street
Port Arthur, Texas 77640
Attn: Roxann Pais Cotroneo, City Attorney
If intended for Consultant:
Sciens, LLC
5900 S. Lake Forest Drive, Suite 300
McKinney, Texas 75070
(469) 854-2218
www.sciens.com
10.11 Counterparts. This Agreement may be executed by the Parties hereto in separate
counterparts, each of which when so executed and delivered shall be deemed an original, but all
such 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.
10.12 Exhibits. The exhibits attached hereto are incorporated herein and made a part
hereof for all purposes.
Page 7 of 11
City of Port Arthur, Texas
Professional Services Agreement
10.13 Consultant's Liability. Acceptance of the Project Documents by City shall not
constitute nor be deemed a release of the responsibility and liability of Consultant, its employees,
associates, agents or subcontractors for the accuracy and competency of their designs, working
drawings, specifications or other documents and work; nor shall such acceptance be deemed an
assumption of responsibility by City for any defect in the Project Documents or other documents
and work prepared by Consultant, its employees, associates, agents or sub-consultants.
10.14 Indemnification. CONSULTANT AGREES TO INDEMNIFY AND HOLD
HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES, DAMAGES,
CLAIMS,SUITS,COSTS(INCLUDING COURT COSTS,REASONABLE ATTORNEY'S
FEES AND COSTS OF INVESTIGATION)AND ACTIONS BY REASON OF INJURY TO
OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE
EXTENT CAUSED BY CONSULTANT'S NEGLIGENT PERFORMANCE OF
SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY ACT OR OMISSION
ON THE PART OF CONSULTANT, ITS OFFICERS, DIRECTORS, SERVANTS,
AGENTS, EMPLOYEES, REPRESENTATIVES, CONTRACTORS,
SUBCONTRACTORS, LICENSEES, SUCCESSORS OR PERMITTED ASSIGNS
(EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS
OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO THE NEGLIGENCE OF
THE CITY). IF ANY ACTION OR PROCEEDING SHALL BE BROUGHT BY OR
AGAINST CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM, THE
CONSULTANT, ON NOTICE FROM CITY, SHALL DEFEND SUCH ACTION OR
PROCEEDINGS AT CONSULTANT'S EXPENSE, BY OR THROUGH ATTORNEYS
REASONABLY SATISFACTORY TO CITY. 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. IF THIS AGREEMENT IS A CONTRACT FOR
ENGINEERING OR ARCHITECTURAL SERVICES, THEN THIS SECTION IS
LIMITED BY, AND TO BE READ AS BEING IN COMPLIANCE WITH, THE
INDEMNITY SPECIFIED IN§271.904 OF THE TEXAS LOCAL GOVERNMENT CODE,
AS AMENDED. THIS SECTION SHALL SURVIVE TERMINATION OF THIS
AGREEMENT
10.15 Conflicts of Interests. Consultant represents that no official or employee of City
has any direct or indirect pecuniary interest in this Agreement. Any misrepresentation by
Consultant under this section shall be grounds for termination of this Agreement and shall be
grounds for recovery of any loss, cost, expense or damage incurred by City as a result of such
misrepresentation.
10.16 Default. If at any time during the term of this Agreement, Consultant shall fail to
commence the services in accordance with the provisions of this Agreement or fail to diligently
provide services in an efficient, timely and careful manner and in strict accordance with the
provisions of this Agreement or fail to use an adequate number or quality of personnel to complete
the services or fail to perform any of Consultant's obligations under this Agreement, then City
shall have the right, if Consultant shall not cure any such default after thirty (30) days written
notice thereof, to terminate this Agreement. Any such act by City shall not be deemed a waiver
Page 8 of 11
City of Port Arthur, Texas
Professional Services Agreement
of any other right or remedy of City. If after exercising any such remedy due to Consultant's
nonperformance under this Agreement, the cost to City to complete the services to be performed
under this Agreement is in excess of that part of the contract sum which as not theretofore been
paid to Consultant hereunder, Consultant shall be liable for and shall reimburse City for such
excess costs.
10.17 Confidential Information. Consultant hereby acknowledges and agrees that its
representatives may have access to or otherwise receive information during the furtherance of
Consultant's obligations in accordance with this Agreement,which is of a confidential,non-public
or proprietary nature. Consultant shall treat any such information received in full confidence and
will not disclose or appropriate such Confidential Information for Consultant's own use or the use
of any third party at any time during or subsequent to this Agreement. As used herein,
"Confidential Information" means all oral and written information concerning the City, its
affiliates and subsidiaries, and all oral and written information concerning City or its activities,
that is of a non-public,proprietary or confidential nature including,without limitation,information
pertaining to customer lists, services,methods, processes and operating procedures,together with
all analyses, compilations, studies or other documents, whether prepared by Consultant or others,
which contain or otherwise reflect such information. The term "Confidential Information" shall
not include such information that is or becomes generally available to the public other than as a
result of disclosure to Consultant, or is required to be disclosed by a governmental authority under
applicable law.
10.18 Remedies. No right or remedy granted or reserved to the Parties is exclusive of
any other right or remedy herein by law or equity provided or permitted; but each right or remedy
shall be cumulative of every other right or remedy given hereunder. No covenant or condition of
this Agreement may be waived without written consent of the Parties. Forbearance or indulgence
by either Party shall not constitute a waiver of any covenant or condition to be performed pursuant
to this Agreement.
10.19 No Third-Party Beneficiary. For purposes of this Agreement, including the
intended operation and effect of this Agreement, the Parties specifically agree and contract that:
(1) this Agreement only affects matters between the Parties to this Agreement, and is in no way
intended by the Parties to benefit or otherwise affect any third person or entity notwithstanding the
fact that such third person or entity may be in contractual relationship with City or Consultant or
both;and(2)the terms of this Agreement are not intended to release,either by contract or operation
of law, any third person or entity from obligations owing by them to either City or Consultant.
[The Remainder of this Page Intentionally Left Blank]
Page 9 of 11
City of Port Arthur, Texas
Professional Services Agreement
EXECUTED this day of , 2025.
CITY:
CITY OF PORT ARTHUR,TEXAS,
A Texas home-rule municipality,
By:
Ron Burton,City Manager
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
Roxann Pais Cotroneo, City Attorney
EXECUTED this day of , 2025.
CONSULTANT:
SCIENS,LLC
By:
Name(Print):
Title:
Page 10 of 11
City of Port Arthur, Texas
Professional Services Agreement
Exhibit A
Scope of Services/Schedule
Page 1lof11
City of Port Arthur, Texas
Professional Services Agreement
CITY OF PORT ARTHUR,
TEXAS
.11 INFORMATION TECHNOLOGY STRATEGIC ^' ,�
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PLAN PROPOSAL
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Sciens LLC
5900 S. Lake Forest Drive, Suite 300
McKinney,Texas 75070
Contact:
Ernest Pages, Partner
epages@sciens.com
(469) 854-2218
www.sciens.com
sciens
4
41
PORT ARTHUR
T E X AS
May 30, 2025
City of Port Arthur,Texas
Faye Young, Information Technology Director
444 4th Street
Port Arthur,TX 77640
Dear Faye:
It was a pleasure talking with you today about your technology planning needs. Sciens appreciates the
opportunity to present the City of Port Arthur with our proposal to provide consultant services for the
development of an IT Strategic Plan.We are eager to work with the City to contribute our expertise and support
to ensure a successful Plan is developed that will meet the City's operational needs.
Sciens will be your champion throughout this process working with your operational departments to provide an
independent analysis of your core City technology architecture and configuration, a thorough understanding of
its functionality and limitations, and a strongly developed Strategic Plan designed for the City. As the firm's
owner,you have my commitment that your project will achieve these goals,and we will do it within the schedule
defined, and the budget allotted. Sciens has no vendor affiliations, relationships or preferences and will act in
an unbiased manner as we assist the City.
Because of our commitment to the local government market, we understand the unique demands that cities
face. From infrastructure to IT processes,we know your business.We have extensive experience with selecting
and replacing integrated City systems,including finance, human resources and payroll,community development
and asset management functionality.We are also experienced in the replacement of court systems,public safety
communications,law and fire records management systems,and dispatch systems.We provide guidance on GIS,
best practice infrastructures,data warehousing,transparency and analytics,and mobility. Most importantly,we
understand how these systems need to work together to provide the City with the data and information it needs
to manage in today's dynamic environment.
The attached proposal details the scope of work in response to your request for proposal. Please feel free to
contact me at epages@sciens.com or(469) 854-2218 with any questions.We look forward to working with the
City on this important project.
Respectfully submitted,
ERNEST PAGES
Partner,Sciens LLC
5900 South Lake Forest Drive,Suite 300
McKinney,Texas 75070
(469)854-2218
sciens
TABLE OF CONTENTS
Firm Information 1
Company Background 2
Technology Planning Expertise 3
Experience with Local Government Public Sector 4
Project Team 5
Experienced & Knowledgeable 5
Project Team 5
Scope of Work 10
Our Understanding of the City's Needs 11
Project Methodology 11
Phase 1— Project Initiation and Data Gathering 12
Phase 2—Current Environment Assessment 14
Phase 3 —Recommendations and Prioritization 15
Phase 4—Strategic Technology Plan 16
Proposed Project Timeline 17
Cost Schedule 18
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sciens
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TECHNOLOGY PLANNING EXPERTISE
Our consultants stay current in the latest industry trends through participation in key certification programs and
educational forums including:
ALLIANCE F R pN Project ICMA
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Every client we serve is unique. Each comes with their own set of goals and priorities. Sciens'dedicated team of
industry experts help you develop a plan that meets your organization's individual needs and overall vision. Our
plans are focused to solve variety of challenges including:
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City-wide Strategic Planning (-1 Financial Benchmarking
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Back End Infrastructure,Data Center&
�ip Management Vision &Strategy Network Recommendations
.r F-- IT Organizational Structuring Cri, Software Implementation&Support
Business Operations,Strategy&
End User Hardware&Software Review Assessment Services
IV IT Training&Certification
AIT Reporting and Data Analytics Recommendations
Technology Budget Forecasting S/� Technical Risk Assessment
ilk Staffing& Resource Benchmarking fit IT Process Control Best Practices
Technology Procurement&
Technology Lifecycle Analysis sk Governance
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The Sciens project team has an extensive history working with local government customers to assess their
management practices and software needs, develop plans based on sound, proven solutions, and successfully
guide the systems procurement process from conception through implementation. Below is a summary of some
of our recent clients we have assisted with their technology projects.
• Ada, OK • Jacksonville Beach, FL • Parkland, FL
• Alachua City, FL • Johnson City,TX • Pearland,TX
• Allen,TX • Jupiter, FL • Plano,TX
• Amarillo,TX • Jupiter and Palm Beach • Plantation, FL
• Bi-City Police Information Gardens, FL • Polk City, FL
Network,WA • Keller,TX • Pompano Beach, FL
• Burleson,TX • Kennewick, WA • Port Arthur,TX
• Cedar Park,TX • Lancaster,TX • Prosper,TX
• Charlotte, NC • Lincoln, MA • Richardson,TX
• Citibank • Loveland, CO • Richland,TX
• Cleburne,TX • Lubbock,TX • Richland,WA
• Colleyville,TX • Martin City, FL • Sony Corporation
• Collier City, FL • Maui City, HI = Southlake,TX
• Collin City,TX • McKinney,TX • Spartanburg City Parks&
• Columbia, MO • Mesa,AZ Rec Commission,SC
• Columbus, OH = Miami International • St. Petersburg, FL
• Conroe,TX Airport, FL • Sugarland,TX
• Dallas City,TX • Norcross,GA • Sun Prairie,WI
• Danville,VA • Norman, OK • Sunrise, FL
• Port Arthur,TX • North Richland Hills,TX a Syracuse, NY
• Delray Beach, FL • North Central Texas • Truckee, CA
• DeSoto,TX Council of Governments • Universal Studios,Japan
• Ector City,TX • Northampton City, PA • University Park,TX
• Fort Lauderdale, FL • O'Hare International • Victoria, BC, Canada
• Franklin& Benton Airport, IL • Waco,TX
Counties,WA • Odessa,TX • Wayne City Probate Court,
• Gilbert, AZ • Onondaga City and FL
• Greene City, MO Syracuse, NY • Westlake,TX
• Hastings, NE • Owensboro, KY • Westminster, CA
• Hialeah, FL • Oxnard, CA • Wichita Falls,TX
• Hillsborough City, FL • Palm Beach Sheriff's • Wilmette City, IL
• Indianapolis, IN Office, FL • Wylie,TX
• Irving,TX • Palm Beach, FL • Yuma,AZ
4
PROJECT TEAM
EXPERIENCED & KNOWLEDGEABLE
Sciens has worked with many public, private and non-profit organizations throughout the years. Although every
client is facing a unique set of challenges,there are many common threads that every business confronts.Isolated
systems or redundant processes can slow an organization or increase costs.We bring a fresh perspective to assess
environments and recommend practical solutions to improve performance.
PROJECT TEAM
The first step for a successful project is to assemble the best team possible to execute the work and provide an
efficient and effective framework for accomplishing the project. In our experience,the greatest teams function as
a true partnership based on trust and respect. As shown in the project organization below,our goal is to become
part of your project management team while providing a formal arrangement for accomplishing the work.
If awarded the project,the following Sciens team members would support the development of the Plan:
City of Port Arthur IT Strategic Plan Project
City of Port Arthur
1
Sciens
Ernest Pages
Engagement Lead
Sciens Sciens Sciens
Steven Barcey Steven Graves Lani Munguia
Deliverable Lead Technical Advisor Technical Writer
Ernest Pages, Partner
Primary engagement lead for the City's project experienced analyzing, designing, and
implementing integrated IT systems
Steven Barcey, Partner
Deliverable and process lead working with the City assisting in the development of
the strategic projects, assessment report and final plan
Steven Graves,Senior Consultant
Technical advisor for the project bringing a wealth of technical and business
experience working with municipalities for over 30 years
Lani Munguia,Senior Consultant
Business analyst to assist the team with technical analysis and strategy with the City's
application environment as well as writing any technical documents
5 sciens
ERNEST PAGES, ENGAGEMENT LEAa y
Myy3s'` �T 3 3 r' 13
'1
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SUMMARY Specialties
Ernest is an internationally recognized expert with over 30 years of Executive Advisory
experience in operations management and planning. He has advised Business Planning&Feasibility
private and public-sector ClOs and CEOs on strategic operations Procurement&Contract Negotiation
improvements through financial, work process and technology. He Business Process Improvement
balances technical depth and business savvy to create effective Implementation Project Management
implementations. Technology Management
Education
Prior to founding Sciens Consulting, Ernest served as management University of Miami School of Business
consultant at Deloitte and Touche. From a technology perspective, he Masters of Business
was a software engineer at Siemens Communications, IT manager at Administration
Ryder System, systems engineer at Nortel Networks, and design University of Miami College of
engineer at Stone and Webster Architect Engineers. Engineering
Master Science of Industrial
REPRESENTATIVE PROJECTS Engineering
IT Management Assessment&Planning: Florida Atlantic University School of
Conducted detailed reviews of multiple IT organizations using COBIT Engineering
and ITIL best practices. Subsequently developed new organizational Bachelors of Science in
structure,governance mechanisms and technology direction. Mechanical Engineering
IT Disaster Recovery Planning: Professional Certifications
Assisted multiple organizations design fault resilient network and State of Florida,Engineering EIT
system configurations. Designs have planned for the system recovery Number 481ET259
using technologies,such as virtualization and cloud computing. Certified in the Governance of
Enterprise IT(CGEIT)
Systems Design,Selection&Contract Negotiations: Certified Information Systems Auditor
Analyzed the operations of over 80 public sector organizations, (CISA)
developed RFPs, and assisted with vendor selection, contract Microsoft Certified Systems Engineer
negotiation and implementation of integrated systems. (MCSE)
Municipal Business Process Improvement: Certified in Information Technology
Analyzed the operation of many governments and recommended Infrastructure Library(ITIL)
FEMA Continuity of Operations
improvements to the key business processes(e.g. Purchasing, Building
(COOP)&Incident Command
Permits, Inspections, Human Resources, Public Works, Citizen System(ICS)Planning
Relationship Management). Publications/Speaking Engagements
Geographic Information Systems(GIS)Integration: Co-authored book,Transforming
Analyzed the operations of multiple organizations to determine the GIS Government—Performance
needs, available data sources, GIS architecture, and support delivery Driven IT
organizational structure. Developed procurement RFP's and assisted in Speaker at Texas Association of
the selection of the optimal GIS integrator. Government IT Managers
(TAGITM)annual conferences
6 sciens
STEVEN BARCEY, DELIVERABLE LEAD
SUMMARY Specialties
Steven applies an analytical background in financial economics, risk Strategic Management Consulting
management, business analysis, statistics and strategic management Risk Management
consulting to provide insightful, practical and effective solutions to Systems Analysis,Selection&
local government agencies. He has developed strategic master Procurement
planning services to a wide range of Cities, demographics and IT Governance
technological maturity. He maintains a consistently fresh view on Data Management
technologyuse bykeeping up-to-date on emerging technologytrends, Business Process Analysis
p g p g g Financial Economics
industry best practices of governance and organization, and the Project Management
evolving demands of citizens and staff. Education
Prior to joining Sciens Consulting, Steven worked in risk management University of Texas
consulting at a major data analytics firm and provided consulting Bachelors of Science in Finance and
services and market risk analysis for major financial institutions on Economics
their investment portfolios. Key Clients
Keller,TX
REPRESENTATIVE PROJECTS Prosper,TX
Market Analysis: Waco,TX
Provided analysis of leading vendors in the municipal applications North Richland Hills,TX
environment including ERP systems (e.g., Finance, Human Resources,
Southlake,TX
McKinney,TX
Work Orders, Asset Management, Community Development, and Oxnard,CA
Citizen Information Systems), Government Transparency and Business Westminster,CA
Analysis systems, and Parks & Recreations systems. Reviewed the Kennewick,WA
functionality,financial stability,future vision and roadmap,and market Martin City, FL
penetration of each leading solution. Owensboro,KY
Bi-City Police Information Network,WA
Municipal Applications Procurement: Truckee,CA
Developed procurement documents including optional Cloud-hosting,
alternate pricing, City contractual requirements, end user functional
requirements, technical environment limitations, and City
prioritization. Provided objective evaluation and ranking of proposals,
guidance and evaluation of vendor demonstrations, and final
recommendations to City Management.
Municipal Process&Data Analysis&Planning:
Analyzed the operation and data management of City departments,
reviewing the reliance on paper and decentralized data silos. Provided
strategic planning initiatives to digitize and centralize the City's
processes and data.
y �sciens
STEVEN GRAVES, TECHNICAL ADVISOR
SUMMARY Specialization
With over 30 years serving in local government, Steven applies ERP System Deployment
practical, hands-on experience to solving today's technology Applications Development
challenges, managing resources, mitigating risk and taking advantage City-wide Applications Strategy
of opportunities. Capital Planning&Zero-based
Budgeting
Prior to joining Sciens Consulting,Steven worked as Chief Information Data Center Operations
Officer for the City of Richardson,Texas,where he managed a staff of Voice/Data Communications
over thirty professionals at two locations. WiMAX 4.9/Mesh Wireless
Planning
REPRESENTATIVE PROJECTS Cloud/Outsourcing Models
Applications Strategy&Deployment: IT Green Initiatives
Lead a team of 15 applications developers and support analysts to Disaster Recovery Planning
SCADA Water Systems
deploy a series of configured applications for the City of Richardson's Trunked Radio Systems
end users. Developed a strategy of standardization and simplification NexGen 911 Systems
to ensure a cohesive, manageable applications architecture.The result
was an applications set that stayed with the City for over two decades. Competencies
Strategic and operational
Technology Assessment&Planning: technology planning, including
Continuously assessed technology environment for risks and infrastructure design and
opportunities. Worked with customers to develop forward-looking implementation,web development
technology roadmaps that included new products, services and strategic planning
improved configuration to improve their ability to deliver services and Project Lifecycle Management,from
overall satisfaction with the environment. initial feasibility analysis through
Technology Budgeting: request for proposal, negotiations,
Directed all technology planning, budgeting and operational initiatives implementation
for a 1,000+employee local government. Executive decision-maker for Building culturally diverse teams
all IT development and expansion issues, with a focus on IT with excellent business process and
strategy development skills
organizational design, voice and data communications, system
integration, emerging technologies, enterprise architectures, data Communicating technical concepts
to non-technical audiences
center operations, green initiatives, strategic alliances and data
security. Key Clients
Johnson City,TX
Cloud/Outsourcing:
Plano,TX
In today's IT environment,Cloud is more than a buzz word. Steven has Prosper,TX
the experience to recognize what works and is cost effective,through Lubbock,TX
building hybrid models of secure in-house and cloud solutions using McKinney,TX
AWS and Microsoft Azure. Richland Hills,TX
8 sciens
Y3 t
LANI MUNGUTA, TECHNICAL WRITER
SUMMARY Specialties
Lani is a recognized leader with over 12 years' experience as a Human Project Management
Resources Director and Information Systems Manager. With over 8 Team Building
years' experience in ERP and time keeping systems, she has been able Systems Analysis,Selection &
to provide clients with web-based solutions, including custom reports, Procurement
documented processes, and business process improvements plans. Human Resources Business Process
Finance Business Process
Prior to joining Sciens Consulting, Lani worked in public education as a Report Writing
Human Resources Director and Information Systems Manager for a SQL Reporting
local school district having experience implementing the several Data Management
operational systems. Lani currently lives in the Fort Worth area. Business Process Analysis
Leadership
REPRESENTATIVE PROJECTS System Upgrade and Implementation
Municipal Process&Data Analysis&Planning: Time Keeping Systems
Analyzed the operation and data management of City departments, Education
reviewing the reliance on paper and decentralized data silos. Provided Angelo State University
strategic planning initiatives to digitize and centralize the City's Bachelors of Business in Marketing
processes and data. Competencies
Technical Writing: Large scale ERP system project and
Developed procurement documents including optional Cloud-hosting, upgrade deployment
alternate pricing, City contractual requirements, end user functional Implementation project management
requirements, technical environment limitations, and City for a variety of operations systems and
prioritization. Provided objective evaluation and ranking of proposals, change management
guidance and evaluation of vendor demonstrations, and final Developing RFP and technical analysis
recommendations to City Management. Developed IT Strategic Plans documents
for executive management and provide tactical objectives for IT. Analyzing proposals and managing
selection process
Business Process Improvement:
Developed electronic processes within Employee Self Service module IT Strategic Planning concepts and
including the ability for employees to make demographic changes
methods
independently, generating employee contracts, viewing of employee Developing custom user specific and
management reports using modern
compensation and benefits, employee notifications in mass, and reporting tools(e.g.,SSRS,SQL,Cubes)
employee exit surveys.
SQL Custom Reports:
Created complex custom reports, including districts salary schedule,
minimizing human error and allowing employees and applicants up to
date salary information for both current and future pay information.
Created reports for Finance Director to assist in extracting data from
ERP system to submit to both state and federal governments.
9 sciens
SCOPE OF WORK
STRATEGY & PLANNING
At every project launch, Sciens starts with the most
Plan Auditing
fundamental ideals: What is the organization's Development
vision for their future? What are the priorities for
success? Using the organization's overall strategic
Policies
plan and existing IT strategy map as a framework, Prioritization &SOPs
along with candid input from users, we gain a clear Strategy& Efficiency&
understanding to outline a plan for achieving Planning Effectiveness
business goals.
Strategic
A good strategic plan includes the steps necessary Direction Organization
to achieve the desired result...not just what we Technology
want to do, but how to get there. Organizational Investments
change starts with the strategic plan: Rethinking the
business model, restructuring business processes, Project RFP
Management Development
re-training users, updating job scopes and
requirements, and changing the rewards system. vendor
Selection
Keeping the plan straightforward makes it much
easier for stakeholders to understand and support.
PROJECT WORKPLAN
The work plan proposed will enable the City and Sciens Consulting to develop a Strategic Plan that:
• Improves the efficiency and effectiveness of the City's 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 utilized and shared to both improve service delivery to residents and
streamline internal operations
+ Focuses IT investments on initiatives that will enable significant improvement in the service delivery and
business operations
• Assesses enablement of forward-looking IT initiatives, such as Internet of Things, SaaS, off-site computing,
data warehousing and business intelligence, advanced GIS, digital services, customer portals and mobility.
Throughout the project,Sciens Consulting will provide deliverables to the City to ensure that the project and the
strategic direction being set are on-track.The final Plan will provide the City with a comprehensive blueprint for
the next five years to implement technology that take advantage of industry's best of breed research and
technologies,and a plan of technology project initiatives that will:
• Minimize disruptions to services for existing users and customers
• Address ownership and sharing of data
• Address integration of heterogeneous systems
• Improve the City's operational efficiency in the most cost-effective manner.
10 sciens
ens
to 11"n1RSTANDING OF-THETITY'S NEEDS
The City of Port Arthur is looking to develop an IT Strategic Plan to assess the current technical environment,
make recommendations and provide initiatives to further move the City's path of technology innovation
forward.
We understand the following services are being requested:
A comprehensive assessment of the City of Port Arthur's current technology landscape to include
o Organization Structure and Staff Benchmarking
o Technology Disaster Recovery/ Business Continuity Recommendations
o Applications Architecture Review and Acquisition Strategy
o Local and Wide Area Network Assessment and Recommendations
o Citizen Engagement Requirements
o Business Process Review and End User Department Needs Evaluation
o Information Security Policies and Processes Review
o Information Technology Service Management (ITSM)Analysis
The development of a 5-Year IT Strategic Plan which outline goals, recommendations, staffing model,
project list and priorities, budget,timeline,and resource requirements
Regular coordination with City staff to update work progress and project direction
Presentation of findings and plan in a summary form to the City administration
Based on these key project drivers,the City has requested this statement of work from Sciens to assist with the
successful development of the Plan.
LOGY"
The project is managed hand-in-hand with the City, with Sciens' leadership every step of the way. The phase
breakdown of our methodology is shown below.
Phase 1 Phase 3
Project Initiation and Data Gathering Recommendations and Prioritization
1 Preliminary Data Request Preliminary Budgets „lam
Preliminary Management Surveys Project Prioritization Workshop
IT Interviews Recommend New Initiatives
Operational Department Interviews Technology Projects List
Technology Inventory Develop Timeline
Management Vision and Strategy Staffing Demands
Phase 211111111400. Phase 4
Current Environment Assessment Strategic Technology Plan
Analyze Existing Infrastructure Strategic Technology Direction and Goals
Strategy Alignment Initiative Details
Financial and Staffing Benchmarking Staffing and Resource Solution
IT Organizational Analysis Project Implementation Schedule
identify Gaps Project Budget
Assess IT Operational and Business Risks Final Summary Report
Sciens Assessment and Strategic Technology Planning Methodology 111
11
PHASE 1 - PROJECT INITIATION AND DATA GATHERING
We begin with a thorough examination of how each department utilizes information technology systems in
support of their business objectives. We collect and analyze information including:
• Financial, operational and physical infrastructure review;
• End user satisfaction with technology;
• The City's strategic business direction;
9 Current technical environment overview including infrastructure and applications; and
• IT organizational review and technology risks.
The Data Gathering phase is comprised of separate tasks designed to evaluate every aspect of the IT
Department's business, both managerially and technically. Data will be collected through interviews with IT
Department's staff, and City Management, as well as through an examination of physical sites and
documentation. Sciens will perform the following activities:
Project Planning and Management
Working with the City Project Manager, Sciens will review the availability of background documents, and
determine the appropriate level of project communication, and identify document review participants. With
guidance from the IT Project Manager,we will establish procedures to track and resolve all identified issues.
Project Coordination and Data Collection
Sciens will work with the Project Manager to obtain relevant background information through our standard data
collection toolset and any documentation available in the City, including:
• Current technical and application Wens N"*A'"E"'T�
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• Current applications and network
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• Management input;
• Current ancillary systems support; and
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• End User surveys. DM 111414
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12 sciens
Strategic Direction Discussions
We will meet with City and IT Senior Management to understand the business direction of the City and the
priorities for their information technology investment. We will discuss the City's perceived value drivers, the
risks that need to be mitigated using information technology and review the existing information technology
governance structure. We will discuss a long-term strategy and capital replacement plans. We will also review
and assess the current IT strategy the department has developed for the City.
IT Department Functional Interviews
We will interview the management and key staff in each functional area of the IT Department to identify the
current environment as it exists today, examine any gaps in technology, and discuss the future needs of the
organization. Discussion points will include:
• Current Technical Environment • Reporting Requirements and issues
• Improvements/Automation • End User Support Needs
s Issue Triage and Resolution • Future Technologies Impact
5 Technology Spending
IT Organization Evaluation
Review the function and operations of the IT Department, including:
• Departmental functions and organizational structure;
• Decision-making capabilities, authorizations and processes(i.e.,technology purchases);
• Level of organizational staffing, in-sourced and outsourced staff and support issues;
• Customer service processes,workflow, and tools;and
s Current IT resources,support,and training.
End User Survey Analysis amirthirty
Preliminary analysis of the end user Desktop j
survey to discover satisfaction levels
laptop/MDD User Friendliness ne
with technology and support to include:
Desktop rk
• PCs and laptops Printer II
►..ts Job Requirements
• Tablets L6p%p(MDC
Monitors `
Desktop
• VOIP Phones Printer I
• Printers and scanners Scanners U "`
777
ptcp/MDc
• Operating software Monitors I
• Business applications P""CeY
Scanners,
Monitors .`�`�.,
Phase 1 Deliverables 0%
• Collection of information of financial,operational Scanners f
and infrastructure environment 0% 10% DO% 30% 40% SO% 60% 70% 80% 90% 100%
• End User and IT eSurveys
• IT Staff and City Management Interview schedule 11 Very Satisfied ■Satisfied KS Dissatisfied III Very Dissatisfied
• Onsite IT and City Management interviews
• Network and applications architecture diagrams review
• IT organization chart review
• Policy and best practices process review 13 sciens
PHASE 2 - CURRENT ENVIRONMENT ASSESSMENT
Once the Data Gathering and Interviews are completed, we will assess the City's overall IT strengths and
weaknesses and identify gaps in the overall environment. Leveraging this information, we will determine key
strategies, goals, and objectives to address the issues identified. At a minimum,we will provide a review of the
following areas:
Technical Assessment Review Areas
Strategy Architecture
✓ Fiscal Benchmarking V Servers, Storage and Backup
✓ Strategic Alignment V Network
✓ IT Strategic Thinking and Planning ✓ Data Centers
✓ City's Technology Direction V Network and System Management
✓ IT Readiness for Emerging Technologies ✓ End User Computers
Governance V Mobility
✓ End User Satisfaction V Telephony
✓ IT Engagement V GIS
✓ Project Management ✓ Enterprise Applications
✓ Relationship Governance V Business Continuity
✓ Policies ✓ Security Risk
Organization Process
✓ Organizational Structure V Security Management
✓ Staffing Levels V Infrastructure Management
✓ Project Management V Service Management
✓ Staff Development V Applications Management
✓ Performance Management V General Management
Technology Strategy and Vision for the City
Through the data collected in the IT interviews and City Management eSurveys, we will assess the preliminary
strategy of the current technology deployment in the City. From these findings, we can better understand to
overall goal of IT and City Management for technology to develop the Plan that best meets these expectations
for the future.
Infrastructure &Applications Architectures
We will assess the existing infrastructure architecture, including network and servers, and applications
architecture so that we can develop initiatives that work within the existing environment. This is done to
minimize the disruptive effect on the technical environment as well as minimize the technical support which will
be required.
System Support Requirements
Sciens will assess the function and operations performed to support the current system based on interviews
with the IT staff and end-user support staff, including:
• The ability of the application to support technical services, such as workflow changes
• Third party vendor interaction within the overall support structure
• User involvement,control, and segregation of duties between IT and user departments
14 'sciens
PHASE 3 - RECOMMENDATIONS AND PRIORITIZATION
Information Technology Projects Recommendations
We will then develop a list of projects drawn from the Assessment phase that address the limitations identified.
We will recommend technology projects that are practicable and implementable over the course of the next 5
years. The project list will provide a summarized decision matrix that will allow committee members to
determine project priorities using the following comparative criteria:
▪ Cost-Project costs are estimated by Sciens for hardware,software, and related services. All costs are
evaluated based on a 5-year cost of ownership,which factors in the initial cost to purchase and
ongoing maintenance costs.
• Timeframe-The length of time required complete the implementation is a key consideration.
Typically, projects that take longer to implement can be more disruptive to the affected environment.
• Value- Utilizing the strategic technology direction and derivative principles, Sciens works with the City
to identify the factors that define project value. Common value factors include:
V Improvement to existing community services
✓ Creating new services
✓ Lowering operational expenses
✓ Improving management's ability to make decisions in a timely manner
• Risk-The strategic technology direction and derivative principles are also valuable when identifying
the factors that define project risk for the City. Common risk factors include:
✓ Increasing financial uncertainty due to shifting funding sources
✓ Increased technical complexity
V Resource depletion for project implementation
23oa1/:1900011.4lahkand ReadyMbr8larce
81 Project Managesent79 siness Analyst Group$ 866,194 18 36 206,000 5 660,194 5 90,000$ - $58,000 $94,500$ - 5160,125 $58,000 $168.131'$ - $237.438e$ 666,194
82 1T Staffing levels $ 878,575 18 12 159.00D 5 719.575 $ 159,000 $ - $ - 5166,9504$ - $175,298'$ - 5184.062;$ - $193,265'$ $78975
83 Improve FMPerformence $ 42,002 19 50 - $ 42000 5 - 5 18,000$ - $ 6,000$ - 5 5000$ - $ 6,00D $ - $ 5.0.4$ 42030
84 GISSuPPOrt $ 123,000 21 24 6090M $ 63.000$ - $ - 5 - $ - $ - $ - $60,000 $ - $ - $ 6$,000 5 123930
-Goal C:Systemizer Iohnlr0Avre Ima:atm804
CI Create Network Ring 5 110,003 18 2 50,000 $ 60.000 $ 50,000'$ 12,000 $ - $12,001 $ - 5 12,000$ - S 12,000 $ 5 12,000$ 110.003
C2 NetworkllwKhes Replacement $ 407,252 18 6 407,252 $ - $ 407,252$ - $ - S $ - 5 - $ - 5 - $ - 5 - $ 407252
Cs Update End User Cgepulers and Standardize $ 1.043,150 18 60 - $1,043.160 $ 5208,632'$ - 5206,632'$ - $206.6524 5 - 5208.632'$ - $200,632$1.1143,160
CO mange and Address the Clbiaeen$erver $ 85.000 18 60 - $ 85,000 y - $ 17.000 $ - $17.000'$ - $ 17.000$ - 5 17.000 5 - $ 17.000'5 /9A60
C5 acne.Potential Risks of New Oita Curb et 5 50,000 18 6 50,0013 $ - $ 50.030$ - 5 - $ - $ ' $ - $ - 5 - $ - $ ' $ s)•1ao
C6 Implement a Mew Storage PletOmn 5 219,930 19 6 219,930 $ - $ - $ - $219.930$ - $ - $ -_$ - $ - $ - $ $ 219930
C7 Community Center lnireslructere Build-Out $ 150,000 18 12 150,000 $ - 5 150,000$ - $ - 5 - $ - $ - 5 - $ - $ - $ - $ 150900
-6084 Dr Service Esce$en¢to Cltlzerw
01 Continue Transldon Prom WO System $ - 18 12 - $ - 5 $ - S - '5 - 5 - 5 $ - $ - 5 - 5 - $ -
D2 ERP Upgrade $ 55,000 18 6 55.000 $ - $ 55,000 5 - $ - $ - I - $ - 5 - $ - $ - 5 • $ S5.$80
03 peplof Asset Management System 5 535,000 19 12 475,000 5 60.000 $ • $ - 5475.000"5 - $ - $20,0004$ - $20,000'$ - $ 20.000 5 5$5900
04 Continue Incremental Module Acquisition 5 90,762 19 12 35.642 $ 55,120 5 35.6424 5 - 5 - S 13,780$ - 5 13.780'$ - 5 13,780 5 - 5 13.780$ $4762
05 Replacement of Library Software $ 180000 19 24 1CG,000 $ 80,000 $ 100,OW $ $ $20900'$ - $20,0004$ - 5 20.000 5 - $ 20,000'$ 310901
06 Replacement of C51 5 260,000 18 24 100,000 $ 160,000 $ 100.000'$ - 5 - S 40,000 5 - $40,000 5 - $40,000 5 - 5 40.000$ 260,000
07 Dashboard Oeyel4pment $ - 19 48 - 5 - 5 - $ - $ - $ - 5 • 5 - 5 - 5 - $ - 5 - $ •
-Goal E:Retire Growth 9walrb®ty
ES Cozen mobile eGovernment $ 110002 18 2 50,000 $ 60,000 $ 50.000$12,000 5 - $12,000$ - $ 12,00f$ - $ 12.000$ - $ 12,000$ n4000
¢ Transparency and AneiyUs. $ 407,252 20 6 407,252 $ - $ 407,253$ - $ - 5 - $ - $ - 5 • $ $ 5 - $407,2$2
63 Surveillance 5 1,043,160 IS 60 - $1,043,260 $ - 5208,6324$ - 5208,632s$ - $208,692r$ - $208,632s 5 - 5 208,532'$3.031,180
Phase 3 Deliverables
• Prioritized Projects List and Recommendations
✓ Project Initiatives Description
✓ Prioritization Workshop
✓ Estimated Projects Costs (e.g.,capital, recurring)
✓ Estimated Project Staff Hours
✓ Preliminary GANTT Chart and Timeline
✓ Project Initiatives Cost Breakdown
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PHASE 4 - STRATEGIC TECHNOLOGY PLAN
Strategic Plan Development
We will facilitate the decision-making process with the project steering committee help them reach consensus
on project priorities. Once consensus is developed, the Sciens team will complete our findings and
recommendations, budgets, implementation timelines, and create the City's Strategic Technology Master Plan
with supporting documentation.The Plan that will address the following:
• Goals and Objectives • Disaster Recovery
• IT Vision and Principles • Operations and Maintenance
• Key Issues * Cost Estimates
• IT Initiatives by priority • Timelines
• Replacement Planning • Benchmarks
• Architecture Changes • Approach for tracking the success of plan initiatives
Phase 4 Deliverables
• Draft Strategic Technology Plan Baseline Budget with Additional Inhbtives
✓ Assessment Findings and Recommendations „�..
✓ Strategic Technology Direction,Goals and Objectives ""°"e ... ..., _.w
✓ Estimated Projects Costs (e.g., capital, recurring)
✓ Implementation Schedule
✓ Calendarized Investments "`" I I II x
✓ Resource UtilizationEill
V Project Descriptions
✓ Staffing, Resource Sourcing(internal/outsourced) es.® Ili - ® ® 1e
and Deployment Recommendations, including E Big I® ® I® MI
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• Final Strategic Technology Plan ---
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5-WAR INFORMATION TECHNOLOGY STRATEGIC PLAN
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PROPOSED PROJECT TIMELINE
A draft GANTT chart for this project, identifying the major tasks with anticipated start and completion timelines,
and milestones, is shown below. Sciens is available to start at any time and will work with the City to arrive at a
schedule that meets your objectives and deadlines.
Project Task mehne
June 2025 August 2025 September 2025
Phase 1:Project Initiation and Data Gathering
Project Planning and Management
Data Collection and Onsite Interviews
Phase 2:Current Environment Assessment
Analyze Current Environment,Assess Risk
Develop Assessment Findings
Phase 3:Recommendations and Prioritization
Develop New Project Initiatives
Develop Timeline and Budget
Phase 4:Strategic Technology Master Plan
Draft Strategic Technology Plan
Final Strategic Technology Plan
WHAT HAPPENS DURING THE FIRST FEW WEEKS AFTER YOU BECOME A CLIENT?
Once we receive the signed engagement letters, we immediately begin the client set-up process and have a
kickoff meeting with you and your team. In this meeting, we iron out the schedule above and begin preparing
you for the interviews and data collection process.
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COST SCHEDULE
The total project professional fees for services on the City of Port Arthur IT Strategic Plan project are represented
in the Project Cost Detail below.This is based on the scope of work description,deliverables, and our proposed
method for conducting the services detailed in our proposal.
We will provide a detailed Assessment Report and an individualized IT Strategic Plan.
DETAILED ASSESSMENT AND IT STRATEGIC PLAN
Scope of Value Hours Fees
Initial Data Collection and Onsite IT Department Interviews
✓ Analyze Preliminary Data Collection and End User Survey Results
166 $35,290
✓ Benchmark Financial and Staffing Data Against Metrics
✓ Conduct Onsite Interviews with City Management and IT Department
Draft 5-Year IT Strategic Plan
V Develop Assessment Findings
✓ Analyze Digital Government Maturity Model Readout
✓ Preliminary Recommendations and Next Steps 138 $23,900
V Outline Strategic Technology Direction,Goals and Objectives
✓ Develop Initiatives List with Timeline, Budget,and Resource Allocation
✓ Create Plan Goals with Supporting Project Detail
Final 5-Year IT Strategic Plan 24 $5,440
TOTAL 328 $64,630
TIPS PURCHASING COOPERATIVE
Any of Sciens Consulting's services can be purchased through the following Purchasing Cooperative:
Purchasing Co-op:TIPS-USA
Contract Number:200105
Contract Name:Technology Solutions Products and Services
More information can be found at:
https://www.tips-usa.corn/vendorProfile.cfm?RecordlD=70CB96CA6605A6BB13BOFFD8BF237334
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Sciens Consulting
5900 S. Lake Forest Drive, Suite 300
McKinney,Texas 75070
888.898.3468
sciens.com
19 sciens
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