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TO: Mayor Richard C. Irvin
FROM: Michael Pegues, CIO
Jeff Anderson Deputy CIO
DATE: May 8, 2023
SUBJECT:
A Resolution authorizing a two-year Project Management Professional Services agreement with Crowe LLP, 225 W Wacker Drive, Chicago, Illinois 60606 (“Crowe”) in an amount of $392,000.
PURPOSE:
As the City continues an aggressive digital transformation timeline and improvement of City technical services, the need for additional project management capacity has become necessary to ensure quality delivery of medium-to-large-scale complex projects.
BACKGROUND:
City IT Project Managers have successfully delivered many projects in recent years and will continue to do so. However, with several key projects due to be delivered in 2023, 2024 and 2025, IT Project Managers are beyond existing capacity. IT is attempting to meet the delivery demands of upcoming projects by engaging with Crowe for an on-demand service.
The City has successfully collaborated with Crowe, LLP on past and current projects. This expertise and knowledge of existing City systems will ensure that projects are delivered efficiently.
Included below is a sample of various projects Crowe have successfully delivered over the last decade. These primarily represent Project Management, Business Analysis, and various Assessments / Strategy / Planning projects --- just about any of the below would be included in the PMO as a service offering as part the ‘menu.’
Project Name Approx. Project Dates
---------------------------------------------------------------------------------------------
NIBRS Implementation / Upgrade Fall 2021-Spring 2023
Open Data Strategy Fall 2021 - Spring 2022
IT PMO / PMO Toolkit Summer 2019 - Fall 2020
(Included Q1 2021 IT Strategic Plan update)
BenTek Online Benefits Enrollment Fall 2019
Everbridge Emergency Notification System Fall 2018
IT Strategic Planning / IT Roadmap Feb - July 2018
FOIA Process Improvement Jan - Mar 2018
(Next Request Implementation)
Payroll Department Process Analysis Feb - Aug 2017
Public Safety CAD/RMS Implementation 2016 - 2019
IT Reorganization 2014/15
Utilizing Crowe on an as-needed basis to manage project implementations has ensured consistent delivery of projects and programs as Crowe's existing knowledge of city software and processes are highly valuable in each engagement. This has shown to be very valuable in developing city-wide initiatives like the IT Strategic Plans which Crowe helped create and maintains bi-annually. Crowe is currently managing the implementation of city-wide scheduling and timekeeping solutions including business process mapping and the integration of the timekeeping solutions with the existing payroll system. It is with mission critical solutions as described here that staff desires to continue to partner with Crowe.
Crowe's consulting subscription service allows flexibility for the City to engage Crowe for project management support on an as-needed basis for upcoming software implementations, as well as other ad hoc project management to support the City of Aurora’s IT Project Management Office. Additionally, Crowe brings Project Management Institute (PMI) trained professionals to manage delivery of City IT projects.
Crowe’s public sector focus and commitment to providing a dedicated team to Aurora make them unique in the project management space.
Note: The $392,000 estimation represents a range over 1400 hours for the duration of the 2 years depending on resource.
DISCUSSION:
Utilizing Crowe on an as-needed basis using this to manage project implementations will ensure consistent delivery of projects as Crowe's existing knowledge of city software and processes will be highly valuable in each engagement.
Crowe's consulting subscription service allows flexibility for the City to engage Crowe for project management support on an as-needed basis for upcoming software implementations, as well as other ad hoc project management to support the City of Aurora’s IT Project Management Office. Additionally, Crowe will bring Project Management Institute (PMI) trained professionals to manage delivery of City IT projects.
The contract will be a two year contract with optional two 1-year extensions upon mutual agreement. Estimated costs for optional year 3 would be $205,800.00 and optional year 4 would be $216,000.00.
A budget transfer will be required into account 101-1282-419.32-80 for these services in 2023 and will be budgeted for future years.
IMPACT STATEMENT:
Current IT Project Management staff is over utilized. Upcoming projects will face delays if outside project management services are not provided.
RECOMMENDATIONS:
Staff recommends that this resolution be approved.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing a two-year Project Management Professional Services agreement with Crowe LLP, 225 W Wacker Drive, Chicago, Illinois 60606 (“Crowe”) in an amount of $392,000.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, City continues an aggressive digital transformation timeline and improvement of City technical services; and
WHEREAS the need for additional project management capacity has become necessary to ensure quality delivery of medium-to-large-scale complex projects; and
WHEREAS, the City has successfully collaborated with Crowe, LLP on past and current projects; and
WHEREAS, Crowe LLP has submitted a proposal for a two year contract in the amount of $392,000.00 with optional two 1-year extensions upon mutual agreement; and
WHEREAS, A budget transfer will be required into account 101-1282-419.32-80 n 2023 for these services.
BE IT RESOLVED that the Director of Purchasing shall be and hereby is authorized to execute on behalf of the City, a purchase order and a contract for such consulting services consistent with this Resolution and substantially in the form as set forth in attachments hereto.