2008-02-25 Regular Council Session Agenda

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PTI, the public technology arm of National League of Cities, represented the highest project cost and had the longest, most open-ended project timeline as they depend solely on technology professionals in other cities to volunteer their time in order to assist PTI in the assessment process. The team determined the cost was excessive for volunteer work and additionally, that working with other municipal technology managers in similar cities may not provide the most objective evaluation. River City Technology Group, the only local bidder, was much lower in cost than PTI but interpreted the RFP in a highly technical approach. This resulted in an equipment heavy analysis instead of a response more targeted on the organizational analysis that was specified in the City’s proposal. The team determined this group has a very talented pool of technologists which the City should consider for future technology projects, they were not the best choice for this project. The review team determined that FPOV, Scott Koslosky, presented the best, well- rounded proposal for the City’s needs. He has done many similar assessments and has a solid, tried and true methodology that allows for a quality analysis with little time wasted. His timeline will allow us to begin the assessment quickly in early March with the final report available by April 1. The original bid was for include $15,000 plus travel and the City was able to negotiate with FPOV to two separate trips within the $15,000 (10% savings) with an agreement that Mr. Koslosky also be available for evening meetings with council both for upfront input and also for a presentation of the final report, including interpretation of the document and answering of questions. The team recommends the City award the contract to FPOV, Scott Koslosky, to provide the IT Assessment. The budget set aside for this project was $8,500. Staff believes this process is important to the future of the City and recommend the budget be amended at the next budget transfer to add an additional $6,500 for this project from additional cell phone revenue. RECOMMENDATION: Staff recommends the City contract for an IT Assessment from FPOV for the amount of $15,000, including all travel costs.