HomeMy Public PortalAboutCivic Initiative AgreementScope of Work
for
City of Crestview
Provided under the terms of:
Master Agreement No. 19-19-05
Participating Addendum for
NASPO ValuePoint
Procurement of Acquisition Support Services Contract
between
Civic Initiatives LLC ("Civic Initiatives")
a company incorporated in Texas
with an address at
7000 N Mopac Expwy, Suite 200, Austin, TX 78731
and
City of Crestview
("Client") with an
address at
198 N Wilson St Crestview FL, 32536
riicinitiatives
N 7000 7000 Mopac Expressway, Suite 200 I Austin, TX 78731 1512.523.4834 I infoncivicinitiatives.com
SECTION 1. Understanding
The City of Crestview is looking to modernize, refine, and streamline our procurement
process.
SECTION 2. Work Plan
Civic initiatives will provide on -demand procurement support services to City of Crestview in
support of ongoing procurement -related projects on an as needed basis. Request for
support may be made in one of two means:
1. Informal Requests
Client will email Civic Initiatives identified Project Manager (CI -PM) to request support for
procurement -related tasks that require limited hours to fulfill the need (e.g., provision of
subject matter expertise, support for meetings, review of documents, etc.). CI -PM will
acknowledge and inform Client Project Manager (Client PM) of the resource(s) that will
fulfill the work requested.
2. Formal Requests
Client will provide a Scope of Work (SOW) to Civic Initiatives for project -based work (e.g.,
projects with a clear timeline and associated deliverables). CI -PM will acknowledge and will
provide Client PM with a detailed workplan, deliverables and associated Not -to -Exceed
(NTE) project cost and once agreed Client will initiate the project with a Notice to Proceed.
If any Formal Requests are made in conjunction with the creation of the initial SOW they
will be included in Exhibit A. If Formal Requests are made after the initial SOW, the Notice
to Proceed will be treated as an addition to Exhibit A.
SECTION 3. PAYMENT TERMS
All work performed under this SOW will be performed and invoiced at current hourly rates
provided in the NASPO Master Agreement No. 19-19-05. Monthly invoices will be
submitted to the client for all hours performed against client projects for the previous
month. Upon client satisfactory completion of a project, the project shall be considered
closed.
Travel is not expected. However, if the need for travel arises, Civic Initiatives will utilize
ONSITE rates for project resources found in the NASPO ValuePoint Master Agreement.
All payments will be made within thirty (30) Calendar Days of receipt and acceptance of a
proper invoice that includes all required information. If an invoice does not meet
requirements, the Client will send written notice with the improper invoice within ten (10)
civicinitiatives
7000 N Mopac Expressway, Suite 200 I Austin, TX 78731 1512.523.4834 I info;Qicivicinitiatives.cor•
calendar days after receipt of the invoice. The notice will contain a description of the defect
and any additional information needed to correct the invoice.
SECTION 4. SIGNATURES
This SOW is subject to the terms set forth in the NASPO ValuePoint Master Agreement No.
19-19-05 between Civic Initiatives and City of Crestview. This SOW is effective on the
Execution Date (date executed by Client on Signature Page below). Changes to this SOW
will be valid only through an Amendment as permitted by the Master Agreement and only if
the Amendment is signed by both Parties.
By Client
Client authorizes Contractor to provide
services to Client and agrees to pay Civic
Initiatives for Deliverables as described in this
SOW:
Authorized Signatory (Signature)
By Civic Initiatives
Civic Initiatives agrees to provide services and
Deliverables as described in this SOW:
Authorized Signatory (Signature)
. (141:3
Authorized Signatory (Printed) Authorized Signatory (Printed)
EXHIBIT A
PROJECT 'I: RFP SUPPORT
The following provides an overview of tasks Civic Initiatives will execute for any given
assigned procurement project, based on estimated scope. All individual RFP projects will be
scoped and confirmed in the client Resource Tracker unless an alternative process is
established through mutual agreement.
Task 1: Project Setup/Kickoff
Civic Initiatives will facilitate a project kickoff meeting with project executives and Client
identified project stakeholders to execute critical planning and contract initiation functions
necessary to ensure project success. The meetings will focus on identifying the project
manager, stakeholders, validating the project scope and timeline, and reviewing key
deliverables. Civic Initiatives will also coordinate with the Client Project Manager to collect
reports, documents and data relevant to the project to begin to familiarize ourselves with
key aspects of the project.
Task 2: Current State Discovery
The Current State Discovery phase contains tasks necessary to review key aspects of the
procurement category, including any contracts currently in place to establish a baseline
prior to developing recommendations for optimization and a procurement strategy. Focus
will be on the review and assessment of all relevant data, documentation and reports, and
performance of interviews with identified stakeholders. Key tasks include:
• Identify, collect, and review additional key documents related to the contract
category
• Facilitate interviews with identified stakeholders to discuss the current contract and
approach
• Facilitate interviews with identified stakeholders to discuss pros and cons of the
current contract and approach
• Facilitate interviews with identified stakeholders to discuss State and Federal
policies, processes or programs impacting the contracts
• Facilitate interviews with identified stakeholders to discuss additional considerations
for current contracts
Task 3: Solution Definition & Stakeholder Engagement Workshops
Civic Initiatives will perform the following tasks to facilitate the identification of Client goals,
objectives, business requirements, and service delivery strategies toward the
establishment of clear definition of need for the project. Key tasks include:
• Host a workshop with Client identified executives, management, and staff to capture
and document solicitation goals, objectives and outcomes
• Host stakeholder workshops with CLIENT identified executives, management, and
staff to gather information regarding Business Requirements
• Compile information gathered from stakeholders to direct future requirements
development activities
Task 4: Market Research & Procurement Strategy Development
Civic Initiatives will complete tasks necessary to leverage the Current State Benchmark
Briefing and the Solution Definition to assess gaps, identify opportunities for improvement,
and assess peer and industry best practices toward the development of a procurement
strategy, incorporating opportunities for contract optimization. Tasks include, but are not
limited to:
• Compare the current state findings to identified solution definition in order to
identify gaps
• Perform market research for the relevant procurement category
• Compare and contrast the contracting approach of the Client to peers
• Compare and contrast the contracts and contracting approach of the Client to
applicable leading practices
• Develop recommendations for solicitation and contract optimization/risk mitigation
strategies that seek to address identified gaps
Task 5: Requirements Development
Civic Initiatives will utilize market research performed and work performed to date to
develop an initial requirements document (e.g., Specification or Scope of Work) for
feedback from Client. Feedback received from the Client will be reviewed and incorporated,
and Civic Initiatives will work with the Client to rectify any issues or concerns, prior to
providing back a final version for use in the solicitation.
Task 6: Solicitation Development
Civic Initiatives will develop a draft Solicitation Document aligned to the Procurement
Strategy and Requirements utilizing a Client -provided standard solicitation template to
compile required solicitation elements. Civic Initiatives will prepare and present the details
of the draft solicitation document in a meeting with the Client to provide an overview of the
solicitation and solicit feedback. Feedback from the Client will be incorporated into a final
draft deliverable. Civic Initiatives will then support Client to execute required governance
and review processes and support iteration of the document content, as required. In
addition, Civic Initiatives will develop and/or compile any required supporting forms,
templates or attachments for inclusion in the solicitation.
NOTE: It is expected that final details required to finalize a Solicitation Document and advertise it
to the market will be completed by the Client.
Task 7: Solicitation Execution Support
Civic Initiatives will provide subject matter expertise and support to Client in the execution
phase of the acquisition event including:
• Support for responding to supplier inquiries regarding the acquisition event
• Support to draft revised solicitation content based on supplier inquiries and/or
responses (as required)
• Support to draft solicitation addenda (as required)
• Support to draft an evaluation model and supporting evaluation tools
Task 8: Solicitation Evaluation Support
Civic Initiatives will provide subject matter expertise and support in the review and
evaluation of proposals and system demonstrations to provide the evaluation team with
assessment of functionalities, capabilities, strengths/weaknesses, implementation
methodologies, support methodologies, and other relevant items in context of
requirements and project objectives.
NOTE: As an SME Civic initiatives cannot be an active scoring evaluator of the solicitation
responses.
Task 9: Contract Development & Execution Support
Civic Initiatives will provide subject matter expertise and support in the development of a
contract with the awarded contractor(s). Civic Initiatives will review the proposed contract
and provide recommended improvements in key areas to help the Client obtain the
outcome it seeks under the most favorable terms.
PROJECT 2: STRATEGIC PROCUREMENT TRANSFORMATION SERVICES
On a deliverable basis, Client may request Strategic Procurement Transformation Services
to include, but not be limited to:
• Program Assessments
• Program Optimization
• Policy/Process Redesign
• Training and Certification Program Development
Upon request for services, Civic Initiatives staff will review the request and provided
materials. If Civic Initiatives requires more information or clarity on the project, they will
seek to set a client meeting with the appropriate stakeholders to discuss. Within three (3)
business days Civic Initiatives will establish a per deliverable cost, estimated start date and
completion date based on current portfolio workload.
Upon Client approval, Civic Initiatives will initiate project work in coordination with Client.