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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.