DOCUMENT IMAGING LONG RANGE PLAN
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CONSULTING SERVICES AGREEMENT
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This AGREEMENT made this I..f day of J2000, by and between the City of
Clearwater, Florida (City), P. O. Box 4748, Clearwater Florida 33758-4748, and Baker Robbins
& Company, (Consultant), an Illinois corporation 65 East Wacker Place, Suite 1000, Chicago,
Illinois 60601.
WHEREAS, City had entered into a contact with Archer Management Services, Inc. on
April 9, 1998, to provide the initial tasks of a long range plan for a document \maging system;
and
WHEREAS, City has selected Consultant to complete the long range plan for a
document imaging system; and
WHEREAS, Consultant agrees to provide those services described in Exhibit "A," under
the terms and conditions of this Agreement;
NOW THEREFORE, the City and Consultant do hereby mutually agree as follows:
1. SCOPE OF PROJECT. Consultant agrees to provide a long-range plan for a
document imaging system under the terms described in Exhibit "A."
2. TIME OF PERFORMANCE. Consultant agrees to provide all services within
fifteen (15) months from the date of this Agreement.
3. REPORTS. Consultant agrees to provide to City reports on the Project upon
request by the City.
4. COMPENSATION. The City will pay Consultant a sum not to exceed
$18,000.00, inclusive of all reasonable and necessary direct expenses. The City may, from time
to time, require changes in the scope of the project of Consultant to be performed hereunder.
Such changes, including any increase or decrease in the amount of Consultant's compensation
and changes in the terms of this Agreement which are mutually agreed upon by and between
City and Consultant shall be effective when incorporated in written amendment to this
Agreement.
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5. METHOD OF PAYMENT. Consultant shall bill City, and City agrees to pay
after approval of the City Project Manager under the terms of the Florida Prompt Payment Act
F.S.218.70.
6. CONTACTS FOR RESPONSIBILITY. Fred Diers will be designated as Project
Director for this project by Consultant to manage and supervise the performance of this
Agreement on behalf of Consultant. Associated with the Project Director will be staff members
whose experience and qualifications are appropriate for this Project. The City will be
represented by Cynthia E. Goudeau, or her designee for all matters relating to this Agreement.
7. TERMINATION OF CONTRACT. The City at its sole discretion may terminate
this contract by giving Consultant ten (10) days written notice of its election to do so and by
specifying the effective date of such termination. The Consultant shall be paid for its services
through the effective date of such termination. Further, if Consultant shall fail to fulfill any of its
obligations hereunder, this contract shall be in default, the City may terminate the contract, and
Consultant shall be paid only for work completed.
8. NON-DISCRIMINATION. There shall be no discrimination against any employee
who is employed in the work covered by Agreement, or against applicants for such
employment, because of race, religion, color, sex, or national origin. This provision shall
include, but not be limited to the following: employment, upgrading, demotion, or transfer;
recruitment or recruitment advertising; layoff or termination; rate of payor other forms of
compensation; and selection for training, including apprenticeship.
9. INTERESTS OF PARTIES. Consultant covenants that its officers, employees
and shareholders have no interest and shall not acquire any interest, direct or indirect, which
would conflict in any manner or degree with the performance of services required to be
performed under this Agreement.
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10. INDEMNIFICATION AND INSURANCE. Consultant agrees to protect, defend,
indemnify and hold the City and its officers, employees and agents free and harmless from and
against any and all losses, penalties, damages, settlements, costs, charges, professional fees or
other expenses or liabilities of every kind and character arising out of or due to any negligent act
or omission of Consultant or its employees in connection with or arising directly or indirectly out of
this Agreement and/or the performance hereof. In no event, however, will Consultant's liability
under any theory exceed $18,000, the budgeted value of the work to be performed under this
Agreement. Without limiting its liability under this Agreement, Consultant shall procure and
maintain during the life of this Agreement professional liability insurance coverage. This provision
shall survive the termination of this Agreement.
11. PROPRIETARY MATERIALS. Consultant shall transfer, assign and make
available to City or its representatives all property and materials in Consultant's possession
belonging to or paid by the City.
12. ATTORNEYS FEES. In the event that either party seeks to enforce this Agreement
through attorneys at law, then the parties agree that each party shall bear its own attorney fees
and costs, and that jurisdiction for such an action shall be in a court of competent jurisdiction in
Pinellas County, Florida.
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IN WITNESS WHEREOF, the City and Consultant, have executed this
Agreement on the date first above written.
Countersigned:
CITY OF 1LEARWATER, FLORIDA
By: -1::
Michael J. Roberto
City Manager
Approved as to form:
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Assistant City Attorney
Attest:
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ia E. GoUdeau
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BAKER ROBBINS & COMPANY
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City of Clearwater
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Exhibit A
Document Management System Feasibility Assessment
SECTION I: OUR UNDERSTANDING OF THE ENGAGEMENT
Baker Robbins & Company agrees to provide the services described in this Exhibit A. The
performance time period began in January 2000 and will extend for fifteen months from the date
the parties sign the agreement to which this is an exhibit.
The following facts are pertinent to this project:
. Tasks 1 - 3 have been completed.
. $5,588.89 remains in the project budget of this proposal date to complete Task 4, Step
1 and underwrite project oversight by David Genereaux. The spreadsheets in
Attachment 1 set forth (a) consulting hours and travel expenses incurred during
January-March 2000 and (b) the remaining balance of hours and budget.
BAKER ROBBINS & COMPANY
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MARCH 17, 2000
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City of Clearwater
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Exhibit A
Document Management System Feasibility Assessment
SECTION II: OUR ApPROACH TO THE ENGAGEMENT
Baker Robbins & Company proposes a four-step work plan to complete work pertaining to the
City's Document Management System Feasibility Assessment project. The proposed steps take
up where Archer Management Services left off at the end of December 1999 - at preparing the
DMS RFP and participating in the Pre-Bid Conference.
The proposed work plan and its relationship to Archer's original work plans are illustrated in the
following table.
BAKER ROBBINS RELATES TO ARCHER'S RELATES TO ARCHER'S
TASK NUMBER & DESCRIPTION TASK NUMBER & DESCRIPTION TASK NUMBER& DESCRIPTION
NEWLY PROPOSED RE.PROPOSED ORIGINALLY PROPOSED
MARCH 17, 2000 NOVEMBER 13, 1999 JANUARY 30,1998 .
1. Review Submitted Proposals 3. Review Submitted 4.3 Review Proposals Submitted
Proposals
2. Oversee Finalist Vendor 4. Oversee Finalist Vendor 4.4 Assist in Evaluating the
Presentations Presentations Submittals
3. Participate in Vendor Site & 4.4 Assist in Evaluating the
Corporate Office Visit Submittals
4. Provide Installation and 5.1 Be Available to Resolve
Implementation Guidance Issues or Conflicts that May
Arise
5.2 Be Accessible Regarding
Future Phases
The following tasks have already been performed during January - March 2000:
1. Review Submitted Proposals
2. Oversee Finalist Vendor Presentations
3. Participate in Vendor Site & Corporate Office Visit
The following task remains to be performed:
4. Provide Installation and Implementation Guidance
Task 1 - Review Submitted Proposals
Once Proposals have been received from vendors, the City of Clearwater ("City") will perform a
high level review to determine which proposals were determined to be valid. Baker Robbins &
Company will then receive two copies (paper and diskette) of each valid proposal from the City
for review and analysis. The following five steps will be followed for evaluation of the RFP
responses:
BAKER ROBBINS & COMPANY
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MARCH 17, 2000
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City of Clearwater
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Document Management System Feasibility Assessment
Section II: Our Approach to the Engagement
STEP 1: CITY' DETERMINE PROPOSAL VALIDITY
The City will internally review all of the received Proposals to determine if they are valid. The City
will send a Memorandum to Baker Robbins & Company advising the names of the vendor
proposals that had been deemed a) Valid and b) Not Valid. The City will send a printed and
diskette copy of each valid proposal to Jim Just and Dave Genereaux at their home addresses.
STEP 2: PERFORM HIGH LEVEL REVIEW OF VALID PROPOSALS
Baker Robbins & Company will review each of the valid proposals at a high level. Baker
Robbins & Company will issue a memorandum to the City with our high-level evaluation of
each valid proposal. The memorandum will include our recommendation on which valid
proposals should become finalist proposals and the reasons for the recommendation. Note: The
City should independently perform the same task.
STEP 3: MAKE FINALIST VENDORS DECISION
The City will conduct a telephone conference call with Baker Robbins & Company to discuss
Archer's and the City's independently conducted evaluations.
Following this call, the City will hold an internal meeting to decide the names of the finalist
vendors. The City will then inform Baker Robbins & Company of their decision via a
memorandum. The City will notify finalist vendors to schedule their demonstration to the City.
STEP 4: REVIEW FINALIST PROPOSALS
Baker Robbins & Company will perform a thorough review of each City-designated finalist
proposal and prepare a written assessment. Baker Robbins & Company will rank each finalist
proposal according to the criteria previously set forth in the RFP. Baker Robbins & Company
will prepare a memorandum to provide finalist proposal ranking and supporting written
assessment. Note: The City should independently perform the same task.
Task 2 - Oversee Finalist Vendor Presentations
The Baker Robbins & Company and City teams will meet in Clearwater to attend system
demonstrations performed by each of the three finalist vendors. After the last demonstration has
concluded, Baker Robbins & Company and the City will then discuss the relative ranking of each
of the criteria for each of the three finalist proposals. The City will then independently and
internally make its award decision.
Since achievement of 100% agreement on all criteria by all team members will be necessary
before meeting adjournment, Baker Robbins & Company's consultant will act as facilitator for
this meeting. Baker Robbins & Company's consultant will subsequently issue a memorandum
clarifying how the City's finalist proposal ranking decision was made.
BAKER ROBBINS & COMPANY
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MARCH 17, 2000
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City of Clearwater
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Document Management System Feasibility Assessment
Section II: Our Approach to the Engagement
STEP 1: ATTEND VENDOR DEMONSTRATIONS
Baker Robbins & Company will attend and oversee each finalist vendor's presentation. Baker
Robbins & Company will prepare a Demonstration Evaluation form to be completed
independently by Baker Robbins & Company and the City. Each Finalist Presentation shall not
exceed four hours.
STEP 2: DISCUSS VENDOR DEMONSTRATIONS
Baker Robbins & Company will meet with the City to discuss the Evaluation Forms and relative
merits of the three Finalist's Presentations.
Task 3 - Participate in Vendor Site & Corporate Office Visit
Baker Robbins & Company will accompany representatives of the City to visit the City's
anticipated vendor at either a demonstration site and/or the vendor's corporate headquarters.
STEP 1: PARTICIPATE IN VENDOR SITE/CORPORATE HEADQUARTERS VISIT
Baker Robbins & Company will accompany the City's vendor evaluation team to the City's
Anticipated vendor demonstration site and/or its corporate headquarters.
STEP 2: DISCUSS VISIT OBSERVATIONS
Baker Robbins & Company will discuss observations and conclusions pertaining to the
site/corporate headquarters visit.
Task 4 - Provide Installation and Implementation Guidance
Baker Robbins & Company will provide a consultant on an as-needed basis to assist the City in
resolving any vendor contract negotiation and implementation issues.
STEP 1: BE AVAILABLE TO RESOLVE ISSUES OR CONFLICTS THAT MAY ARISE
Baker Robbins & Company will make available a consultant to assist in resolving any problems
or issues that may develop.
Future Services
Baker Robbins & Company can provide a consultant knowledgeable of the City's long-range
plan for DMS to assist the City with any future phases of system expansion. The consultant
would be available on an as-needed, time and materials basis at Baker Robbins & Company's
normal hourly billing rates.
BAKER ROBBINS & COMPANY
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MARCH 17, 2000
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City of Clearwater
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Exhibit A
Document Management System Feasibility Assessment
SECTION III: ESTIMATED HOURS AND FEES
Consulting Fees
It is the practice of Baker Robbins & Company to bill twice a month for actual time incurred
based on the agreed hourly billing rates ($163.00) and the level of effort expended. We also bill
for out-of-pocket expenses such as long distance telephone, express mail services, and out-of-
town travel. We do not bill for travel time unless actual work is being performed during the trip
on your behalf.
Summary of Work Program
The following spreadsheets recap incurred and remaining consulting hour/travel expense monies
related to this project.
BAKER ROBBINS & COMPANY
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MARCH 17, 2000
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