CM-09-09-189CITY OF ROUND ROCK AGREEMIr`NT
FOR PROFESSIONAL CONSULTING ,t;`D=ES
WITH MO'MIX SOLUTIONS
This Agreement shall recite the contractual terms whereby the City of Round Rock
engages Mo'mix Solutions to perform, by way of illustration and not limitation, the following
services:
Development and provision of a package of professional services focusing on
identifying a solution for effectively managing activities and progress toward the
City's "Strategic Plan - Game On, 2060" including tracking all of the themes,
goals, projects, and tasks that make up the Plan, demonstrating internally and
externally that goals are being met, facilitating the ability to view progress from
the highest to the lowest level of detail, allowing for the ability to easily update
progress and add useful information by varied participants, and providing for a
public component to keep constituents and interested parties informed of progress
against the Plan. Such prototype solution shall combine all of the components
required for capture and tracking of the information needed to manage the
implementation of the Plan into a single tool or dashboard accessible to all, and
shall have connectivity with Outlook. For the purpose of development of such
prototype solution, the use of the Mo'mix Solutions Performance Center shall be
available to City at no cost. The Performance Center shall be used as the
dashboard launching mechanism for such prototype solution, and shall act as the
direct portal into reporting and communication related to such prototype solution.
This Agreement (hereinafter referred to as the "Agreement") is made by and between the
City of Round Rock, a Texas home -rule municipal corporation, whose offices are located at 221
East Main Street, Round Rock, Texas 78664-5299, (hereinafter referred to es the "City") and
Mo'mix Solutions, whose offices are located at 15552 Fitzhugh Road, Dripping Springs, Texas
78620 (hereinafter referred to as the "Consultant").
RECITALS:
WHEREAS, City has determined that there is a need for the delineated service:; and
WHEREAS, City desires to contract for such professional services; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties and obligations hereunder;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
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1.01 EFFECTIVE DATE, DURATION, AND TERM
This Agreement shall be effective on the date this Agreement has been signed by each
party hereto, and shall remain in full force and effect unless and until it expires by operation of
the term indicated herein, or is terminated or extended as provided herein.
The initial term of this Agreement shall be until full and satisfactory completion of the
work specified herein is achieved, but not later than December 31, 2009.
At City's sole option, this Agreement may be renewed for one additional three (3) month
period from the expiration date of the initial term, only upon the express written agreement of
both parties and only provided Consultant has performed each and every contractual obligation
specified in this Agreement.
City reserves the right to review the Agreement and contractual relationship at any time,
and may elect to terminate same with or without cause or may elect to continue.
1.02 CONTRACT AMOUNT; AND SCOPE OF WORK DELINEATION
In consideration for the professional services to be performed by Consultant, City agrees
to pay Consultant a total sum not to exceed Forty Thousand and No/100 Dollars ($40,000.00) in
payment for services and the Scope of Work deliverables as delineated hereafter:
For purposes of this Agreement Consultant has issued its Statement of Work. Such
Statement of Work is attached as Exhibit "A" and incorporated herein for all purposes. This
Agreement, including all exhibits, shall evidence the entire understanding and agreement
between the parties and shall supersede any prior proposals, correspondence or discussions.
Consultant shall satisfactorily provide all services described under the attached Statement
of Work within the contract term specified in Section 1.01. Consultant's undertakings shall be
limited to performing services for City and/or advising City concerning those matters on which
Consultant has been specifically engaged. Consultant shall perforin its services in accordance
with this Agreement, in accordance with any appended exhibits, in accordance with due care,
and in accordance with prevailing consulting industry standards for comparable services.
1.03 PAYMENT FOR SERVICES; PAYMENT FOR REIMBURSABLE EXPENSES;
SUPPLEMENTAL AGREEMENTS
Not -to -Exceed Total for Payment for Services: Unless subsequently changed by
additional Supplemental Agreement to this Agreement, duly authorized by City Council or City
Manager action, Consultant's total compensation hereunder shall not exceed $40,000.00. This
amount represents the absolute limit of City's liability to Consultant hereunder unless same shall
be changed by additional Supplemental Agreement, and City shall pay, strictly within the
confines of the not -to -exceed sum recited herein, Consultant's professional fees for work done
on behalf of City.
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Not -to -Exceed Total for Payment for Reimbursable Expenses: Reimbursable expenses for travel
and other customary items, specifically requested by City and authorized in writing in advance
by City, shall be paid to Consultant at actual cost upon Consultant properly invoicing for same
and providing docuinentation for same, in the not -to -exceed amount of Six Thousand and
No/100 Dollars ($6,000.00).
Deductions: No deductions shall be made for Consultant's compensation on account of
penalty, liquidated damages or other sums withheld from payments to Consultant.
Additions: No additions shall be made to Consultant's compensation based upon claims
associated with this Agreement, whether paid by City or denied.
Supplemental Agreements: The terms of this Agreement may be modified by written
Supplemental Agreement hereto, duly authorized by City Council or City Manager action, if City
deterrnines that there has been a significant change in (1) the scope, complexity, or character of
the services to be performed; or (2) the duration of the work. Any such Supplemental
Agreement must be executed by both parties within the period specified as the term of this
Agreement. Consultant shall not perform any work or incur any additional costs prior to the
execution, by both parties, of such Supplemental Agreement. Consultant shall make no claim for
extra work done or materials furnished unless and until there is full execution of any
Supplemental Agreement, and City shall not be responsible for actions by Consultant nor for any
costs incurred by Consultant relating to additional work not directly authorized by Supplemental
Agreement.
1.04 TERMS OF PAYMENT
Invoices: To receive payment, Consultant shall prepare and submit a series of monthly
detailed invoices to City for services rendered. Each invoice for professional services shall detail
the services performed, along with documentation. All payments to Consultant shall be made on
the basis of the invoices submitted by Consultant and approved by City.
Should additional backup material be requested by City, Consultant shall comply
promptly. In this regard, should City determine it necessary, Consultant shall make all records
and books relating to this Agreement available to City for inspection and auditing purposes.
If City has any dispute with work performed, then City shall notify Consultant within
thirty (30) days after receipt of invoice. In the event of any dispute regarding the work
performed, then and in that event Consultant shall either (a) satisfactorily re -perform the disputed
services or (b) provide City with an appropriate credit.
Payment of Invoices: City reserves the right to correct any error that may be discovered
in any invoice that may have been paid to Consultant and to adjust same to meet the
requirements of this Agreement. Following approval of invoices, City shall endeavor to pay
Consultant promptly, but no later than the time period required under the Texas Prompt Payment
Act described in Section 1.08 herein. Under no circumstances shall Consultant be entitled to
receive interest on payments which are late because of a good faith dispute between Consultant
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and City or because of amounts which City has a right to withhold under this Agreement or state
law. City shall be responsible for any sales, gross receipts or similar taxes applicable to the
services, but not for taxes based upon Consultant's net income.
Offsets: City may, at its option, offset any amounts due and payable under this
Agreement against any debt (including taxes) lawfully due to City from Consultant, regardless of
whether the amount due arises pursuant to the terms of this Agreement or otherwise and
regardless of whether or not the debt due to City has been reduced to judgment by a court.
1.05 REQUIRED REPORTS
Consultant agrees to provide City with any necessary detailed final written reports,
together with all information gathered and materials developed during the course of the project.
Additionally, Consultant agrees to provide City with any necessary oral presentations of such
detailed final written reports, at City's designation and at no additional cost to City.
1.06 LIMITATION TO SCOPE OF WORK
Consultant and City agree that the scope of services to be performed is generally
enumerated in Exhibit "A." Notwithstanding anything herein to the contrary, the parties agree
that City retains absolute discretion and authority for all funding decisions, such decisions to be
based solely on criteria accepted by City which may be influenced by but not be dependent on
Consultant's work.
1.07 NON -APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City inay effect such termination by
giving Consultant a written notice of termination at the end of its then current fiscal year.
1.08 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to be
made by City to Consultant will be made within thirty (30) days of the date City receives goods
under this Agreement, the date the performance of the services under this Agreement are
completed or the date City receives a correct invoice for the goods or services, whichever is later.
Consultant may charge interest on an overdue payment at the "rate in effect" on September 1 of
the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to
payments made by City in the event:
(1)
There is a bona fide dispute between City and Consultant, a contractor,
subcontractor, or supplier about the goods delivered or the service performed that
causes the payment to be late; or
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(2) There is a bona fide dispute between Consultant and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service performed
that causes the payment to be late;
The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
(3)
(4) The invoice is not mailed to City in strict accordance with any instruction on the
purchase order relating to the payment.
1.09 TERMINATION
This Agreement may be terminated for any of the following conditions:
(1) By City for reasons of its own, with or without cause, and not subject to the
mutual consent of any other party, such written termination notice to be given to
the other party not less than thirty (30) days prior to termination.
(2) By mutual agreement and consent of the parties, such agreement to be in writing.
(3) By either party for failure by the other party to perform the services set forth
herein in a satisfactory manner, such termination notice to be given in writing to
the other party.
(4) By either party for failure by the other party to fulfill its obligations herein.
(5) By satisfactory completion of all services and obligations described herein.
Should City terminate this Agreement as herein provided, no fees other than fees due and
payable at the time of termination shall thereafter by paid to Consultant. City shall pay
Consultant for all uncontested services performed to date of notice of termination.
If either party defaults in performance of this Agreement or if City terminates this
Agreement for default on the part of the other party, then City shall give consideration to the
actual costs incurred by Consultant in performing the work to the date of default. The cost of the
work that is useable to City, the cost to City of employing another firm to complete the useable
work, and other factors will affect the value to City of the work performed at the time of default.
The termination of this Agreement and payment of an amount in settlement as set forth
above shall extinguish all rights, duties, and obligations of City and the terminated party to fulfill
contractual obligations. Termination under this section shall not relieve the terminated party of
any obligations or liabilities which occurred prior to cancellation.
1.10 INDEPENDENT CONTRACTOR STATUS
Consultant is an independent contractor, and is not City's employee. ConsuItant's
employees or subcontractors are not City's employees. This Agreement does not create a
partnership, employer-employee, or joint venture relationship. No party has authority to enter
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into contracts as agent for the other party. Consultant and City agree to the following rights
consistent with an independent contractor relationship:
(1) Consultant has the right to perform services for others during the term hereof.
(2) Consultant has the sole right to control and direct the means, manner and method
by which services required by this Agreement will be performed.
Consultant has the right to hire assistants as subcontractors, or to use employees
to provide the services required by this Agreement.
(4) Consultant or its employees or subcontractors shall perform services required
hereunder, and City shall not hire, supervise, or pay assistants to help Consultant.
Neither Consultant nor its employees or subcontractors shall receive training from
City in skills necessary to perform services required by this Agreement.
(6) City shall not require Consultant or its employees or subcontractors to devote full
time to performing the services required by this Agreement.
Neither Consultant nor its employees or subcontractors are eligible to participate
in any employee pension, health, vacation pay, sick pay, or other fringe benefit
plan of City.
(3)
(5)
(7)
1.11 NON -SOLICITATION
All parties hereto agree that they shall not directly or indirectly solicit for employment,
employ, or otherwise retain staff of the other during the term of this Agreement.
1.12 CONFIDENTIALITY; AND MATERIALS OWNERSHIP
Any and all programs, data, or other materials furnished by City for use by Consultant in
connection with services to be performed under this Agreement, and any and all data and
information gathered by Consultant, shall be held in confidence by Consultant as set forth
hereunder. All parties agree to hold all confidential information in the strictest confidence and
not make any use thereof other than for the performance of this Agreement. Notwithstanding the
foregoing, the parties recognize and understand that City is subject to the Texas Public
Information Act and its duties run in accordance therewith.
Any and all materials created and developed by Consultant in connection with services
performed under this Agreement, including all trademark and copyright rights, shall be the sole
property of City at the expiration of this Agreement.
1.13 WARRANTIES
Consultant warrants that all services performed hereunder shall be performed consistent
with generally prevailing professional or industry standards, and shall be performed in a
professional and workmanlike manner. Consultant shall re -perform any work not in compliance
with this warranty.
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1.14 INDEMNIFICATION
Consultant agrees to hold harmless, exempt, and indemnify City, its officers, agents,
directors, servants, representatives and employees, from and against any and all suits, actions,
legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and
claims of any character, type, or description, including but not limited to any and all expenses of
litigation, court costs, attorneys fees and all other costs and fees incident to any work done as a
result hereof.
City agrees to hold harmless, exempt, and indemnify Consultant, its officers, agents,
directors, servants, representatives and employees, from and against any and all suits, actions,
legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and
claims of any character, type, or description, including but not limited to any and all expenses of
litigation, court costs, attorneys fees and all other costs and fees incident to any work done as a
result hereof.
In no event shall either party be liable to the other for special or consequential damages,
statutory or otherwise.
1.15 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party may
assign any rights or delegate any duties hereunder without the other's prior written approval.
1.16 LOCAL, STATE AND FEDERAL TAXES
Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes)
incurred while performing services under this Agreement. City will not do the following:
(1) Withhold FICA from Consultant's payments or make FICA payments on its
behalf;
(2) Make state and/or federal unemployment compensation contributions on
Consultant's behalf; or
(3) Withhold state or federal income tax from any of Consultant's payments.
If requested, City shall provide Consultant with a certificate from the Texas State
Comptroller indicating that City is a non-profit corporation and not subject to State of Texas
Sales and Use Tax.
1.17 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
Consultant, its consultants, agents, employees and subcontractors shall comply with all
applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as
amended, and all applicable rules and regulations promulgated by local, state and national
boards, bureaus and agencies. Consultant shall further obtain all permits, licenses, trademarks,
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copyrights, and the like required in the performance of the services contracted for herein, and
same shall belong solely to City at the expiration of the term of this Agreement.
1.18 FINANCIAL INTEREST PROHIBITED
Consultant covenants and represents that Consultant, its officers, employees, agents,
consultants and subcontractors will have no financial interest, direct or indirect, in the purchase
or sale of any product, materials or equipment that will be recommended or required hereunder.
1.19 DESIGNATION OF CITY REPRESENTATIVE
City hereby designates the following representative authorized to act in its behalf with
regard to this Agreement:
Cindy Demers, Assistant City Manager
Round Rock City Hall
221 East Main Street
Round Rock, Texas 78664
Telephone: 512-218-5400
Facsimile: 512-218-7097
Email: cdemers@round-rock.tx.us
round-rock.tx.us
1.20 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
When delivered personally to recipient's address as stated herein; or
Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Consultant:
Mo'mix Solutions
15552 Fitzhugh Road
Dripping Springs, TX 78620
Notice to City:
City of Round Rock
City Manager
221 East Main Street
Round Rock, TX 78664
City Attorney's Office
AND TO: Stephan L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained in this section shall be construed to restrict the transmission of
routine communications between representatives of City and Consultant.
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L21 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall
be governed by and construed in accordance with the laws and court decisions of Texas.
1.22 EXCLUSIVE AGREEMENT
The terms and conditions of this Agreement, including any appended exhibits, constitute
the entire agreement between the parties and supersede all previous communications,
representations, and agreements, either written or oral, with respect to the subject matter hereof.
No modifications of this Agreement will be binding on any of the parties unless acknowledged in
writing by the duly authorized governing body or representative for each party.
1.23 DISPUTE RESOLUTION
If a dispute arises under this Agreement, the parties agree to first try to resolve the
dispute with the help of a mutually selected mediator. If the parties cannot agree on a mediator,
City shall select one mediator and Consultant shall select one mediator and those two mediators
shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with
the mediation shall be shared equally by the parties.
City and Consultant hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
1.24 ATTORNEY FEES
In the event that any lawsuit is brought by one party against any of the other parties in
connection with this Agreement, the prevailing party shall be entitled to seek to recover its
reasonable costs and reasonable attorney fees.
1.25 FORCE MAJEURE
Notwithstanding any other provisions of this Agreement to the contrary, no failure, delay
or default in performance of any obligation hereunder shall constitute an event of default or a
breach of this Agreement, only to the extent that such failure to perform, delay or default arises
out of causes beyond control and without the fault or negligence of the party otherwise
chargeable with failure, delay or default; including but not limited to acts of God, acts of public
enemy, civil war, insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters
or other casualties, strikes or other labor troubles, which in any way restrict the performance
under this Agreement by the parties.
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Consultant shall not be deemed to be in default of its obligations to City if its failure to
perform or its substantial delay in performance is due to City's failure to timely provide
requested information, data, documentation, or other material necessary for Consultant to
perform its obligations hereunder.
1.26 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion of provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion of
provision held to be void. The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this Article shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
1.27 STANDARD OF CARE
Consultant represents that it is specially trained, experienced and competent to perform
all of the services, responsibilities and duties specified herein and that such services,
responsibilities and duties shall be performed, whether by Consultant or designated
subconsultants, in a manner according to generally accepted business attraction practices.
1.28 GENERAL AND MISCELLANEOUS
The section numbers and headings contained herein are provided for convenience only
and shall have no substantive effect on construction of this Agreement.
The failure of a party to exercise any right hereunder shall not operate as a waiver of said
party's right to exercise such right or any other right in the future.
Time is of the essence to this Agreement. Consultant understands and agrees that any
failure of Consultant to complete the services due under this Agreement within the agreed term
as delineated in Section 1.01 herein will constitute a material breach of this Agreement.
City agrees to provide Consultant with one (1) fully executed original of this Agreement
document.
This Agreement may be executed in multiple counterparts, which taken together shall be
considered as one original.
IN WITNESS WHEREOF, the parties have executed this Agreement on the dates
hereafter indicated.
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CITY OF ROUND ROCK, TEXAS
By:
Printed Na
Title:
Date Signed:
Sara L. White, City Secretary
FOR CITY, P' ' OVEN AS 0 FORM:
By:
Stepha ; L. Sheets, City Attorney
MO'MIX SOLUTIO
By:
Printe e: y
jAppAtIALTALYI
Title:
Date Signed: Ci ...19; cl
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ROUND ROCK, TEXAS
PURPOSE. PASSION, PROSPER!! Y.
City of Round Rock
Performance Center
Statement of Work
September 4, 2009
Prepared by
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INTRODUCTION
Mo'mix Solutions has had several discussions with the City of Round Rock regarding the need to
effectively manage activities and progress toward your Strategic Plan — Game On, 2060. We understand
that the City's Strategic Plan has many components, some interrelated, and that there are participants
both within the City staff and from the community. Game On, 2060 has visibility throughout every
sector of the City of Round Rock as well as 'eyes' from other communities — this is a very forward
thinking and long term effort; a full view of progress is important to ensure success.
The City must not only track all of the themes, goals, projects, and tasks that make up the plan, but must
also be able to demonstrate both internally and to the community that goals are being met. The City of
Round Rock has expressed the need for a system to keep track of everything and also be able to view
progress from the highest to the lowest level of detail. The system must also allow for the ability to
easily update progress and add useful information by participants from anywhere.
2
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STATEMENT OF WORK
The City is currently using spreadsheets and Word documents to track Goals and goal/project task
assignments and their progress. The City team has reviewed a number of collaboration and project
management tools as potential solutions to this business need. In spending some time with the team
responsible for management of Strategic Plan implementation, it is clear that no single tool will
completely meet all of the City's requirements.
A combination of collaboration and project management tools along with the Mo'mix Performance
Center should be evaluated and prototyped to determine the best overall solution for the City.
Objective
Develop and Assess Prototype of Recommended Options
The goal of the proposed prototype solution is to facilitate collaboration, communication and
management tracking capabilities for the Strategic Plan.
• One Vision
o Round Rock: City of Choice
• Four Theme Areas
o Economic Progress
o Places and Spaces
o Safety and Security
o High Performance Government
• Seven Strategic Initiatives
o Economic Vitality
o Talent and Human Capital
o Community Character and Environment
o Mobility and Connectivity
o Recreation, Arts, and Culture
o Public Health and Safety
o High Value Government
• Thirty-nine Goals
o 12 highest priority goals
o 27 priority goals
o Endorsed goals
o Objectives for each goal
o Tasks for each objective
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Strategic Theme Areas
• Economic Vitality
•Talent and Human Capital
Community Character and
Environment
•Mobility and Connectivity
•Recreation,Arts and Culture
•Public Health and Safety
•High Value Government
4
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Scope
Our understanding of the scope for this solution is as follows:
• Capture goals for each Strategic Plan theme
• Capture goal objectives, tasks, team member assignments, effort, progress, etc.
• Track financials and all other details as in customary project management
• Facilitate easy updates for team members and management
• Allow for communication and reporting at all levels including:
o High level overview of Themes and Goal progress
o Management team updates
o Departmental reporting
o Detailed goal team reporting
• Historical views of goal progress
• Connectivity with Outlook
• Dashboard type solution, easy to use and appealing to the eye
The City would like for this solution to combine all of the components required for capture and tracking
of the information needed to manage the implementation of the Strategic Plan into a single tool or
dashboard that everyone can access. It is important that the processes to update progress and to add
other desired information are simple and easily done. A Public component of the solution is also desired
for the purpose of keeping constituents and other interested parties informed of progress against the
Plan.
Goal and Task Tracking
Information to be captured to meet the Goals includes:
• Task Number
• Task Description
• Complimentary Objectives and notes
• Performance Measure
• Cost Estimates
o Existing
o New budget items
• Goal Lead
• Team Members
o Include resources with part time involvement
• Target Completion Dates
• Status
• Percent of Task Complete
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• User Friendly Access
• Dashboard Capabilities
Prototype includes:
• One Vision
o Round Rock: City of Choice
• Single Theme Area
o High Performance Government
• One Strategic Initiative
o High Value Government
• One Goal
o Maintain and enhance public confidence, satisfaction and trust in City Government
• Seven Objectives
1. Increase transparency and understanding of government operations and processes
2. Maintain and expand proactive citizen participation efforts
3. Maintain strong financial position
4. Continue development of high performance organizational culture and systems
5. Expect, encourage and support the practice of the Stated Values and Leadership
Philosophy
6. Develop management information systems that enhance interactions between
employees, departments, and customers to foster better communication and customer
relationships
7. Regularly survey residents as to satisfaction with services, needs, aspirations and values
and perceptions of emerging issues
• Tasks related to the Seven Objectives above
The Mo'mix Performance Center will be used as the dashboard launching mechanism for the prototype
solution. The Performance Center presents City business and financial information in a consolidated and
easy to use dashboard format. In addition, the Performance Center will act as the direct portal into
reporting and communication related to the prototype.
A sample entry screen of the Performance Center, configured for the City of Round Rock is shown
below:
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Approach
We understand that the City of Round Rock would like to develop and deploy a prototype system in a
timely fashion in order to meet the objectives and goals listed above. With that in mind, we believe a
rapid prototyping approach will enable the City to quickly deliver a quality solution that meets the needs
of Game On, 2060.
Benefits of a Rapid Prototype Development
• Visualization capabilities are enhanced in the early design phase with use of rapid prototyping
• The City gets a fair idea of how the final product will look by observing the working model in
early design stage
• Rapid prototyping assists in refining the potential risks that are involved in the delivery
• The different aspects of the prototype can be tried and tested and immediate feedback is
encouraged
• Better communication is enabled between the users and designer as there is clear expression of
requirements and expectations
• Rapid prototyping enables a team approach to a successful solution
7
6mo' mix
Pfrlitlltitib
Prototype Development:
• Assessment
o High level requirements validation
o Review of Prototype components:
• Review tools/solutions
• Assume Performance Center as primary dashboard
• Include tools currently reviewed
• Assess cost effective and easy to use software solutions to marry the
requirements
• Recommendation of Prototype components
• Build Model for Conference Room Pilot
o Build using evaluation versions of tools where available
• Purchase tools, if necessary
• Use CRP sessions to refine requirements
• Develop final prototype based on CRP outcomes
• Test and Finalize Prototype
• Roll out to selected audience by November 15, 2009
8
filo' m ix
solutions
PROJECT STAFFING AND FEES
Project Staffing and Duration
The staffing, fees, and payment schedule are shown below for the scope described in this document.
The duration of the engagement will be six to eight weeks, with a start date of September 21, 2009, to
conclude no later than November 15, 2009. Mo'mix Solutions will not exceed the fees noted here
without express written agreement with the City of Round Rock. All reasonable travel expenses will be
invoiced to the City at actual costs.
Mo'mix Solutions will make the Performance Center available to the City of Round Rock at no cost for
the purpose of development of the prototype for the duration of this engagement.
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Mo'mix Team
.��•. ..
Mo'mix Project
Management /
Executive Advisor
Erin Latham
and/or Janice
D'Aloia
Management of project schedule and timely
completion. Communication with senior
management.
.2 FTE
Mo'mix Design
Consultants
Natalie Knight
Richard Parsons
Development of detailed project schedule.
Interviews with City team members, gathering
and documentation of requirements. Facilitate
review of potential tools and
recommendations. Design and development of
prototype. Facilitate CRP sessions and testing.
1 to 2 FTE
(depending on
schedule)
Mo'mix Developers
Mo'mix offsite
team
Technical development, coding, and testing of
Performance Center components. interface
development and other technical support as
needed to incorporate selected technical tools
and software. Report development.
1 to 2 FTE
Round Rock Team
City Project Sponsor
Cindy Demers
Ensure strategic goals and scope are
appropriately defined and that the City team
members are made available to the project.
Provide executive oversight where required
Up to .1 FTE as
needed
9
11!o'mix
soitttintts
Note: duration will be dependent upon availability of City team members.
10
and ensure decisions are made quickly.
City Project
Manager
Jill Goodman
Management of City team members and
ensuring tasks assignments are completed.
Provide overall project requirements and
participate in Conference Room Pilot (CRP)
activities and testing. Work closely with
Mo'mix Project Manager and Design
Consultants throughout duration of project
.2 FTE
(Participation
will vary
depending on
scheduled
activities each
week.)
City Strategic Plan
implementation
team
City Goal Leaders
and other team
members as
appropriate
Provide input to requirements, tool selection,
CRP participation, and testing. Available to
provide insight and opinions throughout the
duration of the project as needed.
.5 FTE - or as
needed
(Participation
will vary
depending on
scheduled
activities each
week.)
City Technical
Support
City Technical
Team members
as appropriate to
each area
Technical support to project team such as,
installation on City environment, back up,
refresh, security access, etc.
.2 FTE -- or more
as needed
(Participation
will vary
depending on
scheduled
activities each
week.)
Note: duration will be dependent upon availability of City team members.
10
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Assessment
$5,000
Recommendation of Prototype components
Check Point: prior to continuing to the next
milestone, the team will conduct a meeting to
determine 'go/no go' based on results of
Assessment and Recommendation outcomes.
$3,000
Delivery of Model for Conference Room Pilot
$10,000
Delivery of final Prototype for testing
$10,000
Delivery of tested and ready Prototype
$6,000
Roll out to City Council
$6,000
Total Consulting Fees
$40,000
Note: travel expenses will be invoiced biweekly, as incurred; payment will be made per contract terms.
Bonus Offer
Mo'mix Solutions would like to offer use of the high level Expenditure and Revenue reporting
components of the Performance Center as part of this engagement. The City will be invited to provide
an extract of production data from the current PeopleSoft Financials environment. Assistance with data
mapping and testing of the reports by City personnel may be required. Further details can be provided if
this offer is of interest to the City.
11
m0'mix
nittliott.c
ASSUMPTIONS
• Key City project team members will be available per predetermined schedule
• Decisions will be made quickly
• Development environment will be available on Round Rock servers
• Development and consulting services will be performed both onsite at the City of Round Rock
offices and offsite, as appropriate
• Key project team members will be available to test the prototype iterations
• Appropriate IT staff to support development environment will be available
• Changes to the scope of work will require a Change Request and approval by City and Mo'mix
management and may result in additional fees
• Software evaluation and/or purchase costs for selected tools during this process have not been
included in this pricing, unless otherwise noted
• Purchase of third party software not specifically stated in this Statement of Work are not
included
• The timeline and cost estimates stated are based on discussions with the City and documents
provided. Addition of major requirements during the Assessment may have an impact on
timeline and costs.
• Preferred start date is September 21, 2009; with an actual start date no later than September
28, 2009 to ensure completion by November 15, 2009.
• The City may elect to terminate this engagement at the completion of any of the milestones.
• A Check Point meeting will be conducted at the conclusion of the Assessment and
Recommendation of Prototype Components milestones. The City will make a decision whether
or not to continue the engagement based on the results of the first two milestones.
• Production roll out and use of the solution will be executed via a Statement of Work to
immediately follow this engagement. Start date, terms, and level of consulting support required
will be determined jointly between the City of Round Rock and Mo'mix Solutions.
13
DATE: September 14, 2009
SUBJECT: City Manager Approval — September 25, 2009
ITEM: Consider executing a contract with Mo'mix Solutions to develop and recommend
prototype options for a Strategic Plan software management tool.
Department:
Staff Person:
Justification:
Administration
Cindy Demers, Assistant City Manager
Mo'mix Solutions has offered use of its Performance Center software as part of developing
prototype options for of a software solution to facilitate collaboration, communication and
management tracking capabilities for the Strategic Plan. This management tool will be crucial in
implementing, managing, tracking and reporting on the City's strategic goals as outlined in
Game On 2060 — Strategic Plan adopted by the City Council on April 23, 2009. This system has
Citywide benefits, as it is anticipated to save staff time and avoid work duplication. The contract
provides the City with an opt -out option at the "recommendation of prototypes" milestone
($8,000 in fees to this point) in the event progress is unsatisfactory.
Funding:
Cost:
Up to $40,000 (Note: There is an opt -out option for the City at the
"recommendation of prototypes" milestone of $8,000)
Source of funds: General self -financed construction
Outside Resources: Erin Latham and Janice D'Aloia, Mo'Mix Solutions
Background: N/A
Public Comment: N/A