The City expects the Proposer selected for award of contract to start work as soon as a contract is signed, if contract is needed.

The City anticipates all work will be completed within four months of contract execution, or at a later date if agreed to in writing by both parties.

The services to be provided include an assessment of the current state of the City's information technology systems, services, security, and processes, and an evaluation of how those functions currently align with the City’s mission, objectives, and priorities. The assessment will identify gaps between the City’s current IT operations with generally accepted best practices, and prioritized recommendations for how the City should close gaps to align with best practices and to better support the City’s mission and objectives.

This project will require the consultant to work in cooperation with the CIO, the IT steering committee (“Senior IT”), Department Heads, managers, and staff throughout the city to illicit challenges and opportunities, and to understand the City's mission and objectives.

The consultant will create and deliver (1) a project plan that identifies the tasks, milestones, and a timeline for completion of the IT Assessment; (2) an IT Assessment that presents a clear understanding of the current state of City technology; (3) a prioritized list of recommendations, incorporated into the IT Assessment, based on the consultant’s evaluation of the current state; and (4) a presentation that summarizes the key findings and recommendations of the IT assessment. In addition, the consultant must provide the source materials used in the creation of the IT Assessment. These deliverables are further defined below.

Project Plan

The consultant will work with the City to develop and maintain the following Project Management Deliverables related to this project during the course of the engagement.

• Project Management Plan
• Project Schedule
• Risk Register
• Weekly Project Status Reports

With the exception of the Weekly Project Status Reports, consultant must provide the above deliverables within one month of the Contract commencement date.

IT Assessment

The IT Assessment will include an evaluation of the City’s current state related to IT systems, services, and information security, including relevant benchmarks from similar organizations, as well as a detailed description of the recommended future state, based on widely recognized industry standards and best practices such as those published by NIST, ISO, CIS, OWASP, ISACA, Gartner, and Info-Tech. The outcome of this assessment is envisioned to be a comprehensive report with supporting analysis.

The key elements addressed and included within the IT Assessment should include:

• Business Objectives and IT Alignment - Evaluate how the City's IT objectives align with its overall business goals and long-term strategic plans. Identify any gaps and provide recommendations on how to align IT initiatives with these objectives more effectively.
• Enterprise Applications - Audit existing applications to determine their current state, identify any gaps in functionality, and assess the potential need for upgrades or new software. Analyze the use of cloud-based applications for their benefits in terms of cost, scalability, and efficiency.
• IT Infrastructure - Review the city's IT infrastructure, including hardware, software, networks, and data centers. Assess the overall health, scalability, and future readiness of these elements, and suggest areas for improvement or upgrades.
• IT Risk and Cyber Security Review - Analyze the city's IT risks and assess vulnerabilities, including cyber threats, data breaches, and compliance with relevant regulations such as PCI and CJIS. Develop a prioritized list of risks and recommended remediations.
• Data Governance - Evaluate how the city manages, secures, and utilizes its data. This includes assessing data privacy practices, the state of the city's data architecture, and the effectiveness of data management strategies.
• IT Service Management - Examine the city's current IT service delivery and support structures. Assess the effectiveness of these systems, including help desk functions, end-user support, and the process for managing IT service requests.
• Cost Analysis - Assess the city's current IT expenditures and develop a forward-looking view of the IT budget. Estimate expected costs for necessary upgrades, replacements, new initiatives, and ongoing maintenance and support.
• Personnel and Organizational Structure - Review the current IT organizational structure and roles, assessing current resourcing against the city's IT needs. Identify areas where additional training or hiring may be required.

Consultants are encouraged to submit proposals that optimize the allocation of resources to meet the objectives outlined above.

The selected consultant must complete the IT Assessment within three months of contract execution, or at a later date if agreed to in writing by both parties. 

Summary Presentation

The consultant is required to develop and deliver a comprehensive presentation that effectively communicates the key findings and recommendations of the IT Assessment. This presentation is intended for the organization's IT steering committee ("Senior IT"), Executive Team, and Department Heads. It should be crafted to facilitate an informed decision-making process regarding future IT strategies and investments.

• Format - The presentation should be prepared in a commonly used format such as Microsoft PowerPoint, Google Slides, or a comparable platform.
• Length - The presentation should not exceed 30 slides, ensuring concise delivery of information while covering all essential findings.
• Structure - The presentation should follow a logical flow, beginning with an introduction, followed by methodology, key findings segmented by assessment areas (e.g., information systems, technologies, security), recommendations, and a conclusion.
• Visual Aids - Incorporate relevant charts, graphs, and infographics to illustrate data and findings. Visual representations should be clear, relevant, and accompanied by legends as necessary.
• Analysis - Each key finding should be presented along with potential implications for the organization, benchmarks (if applicable), and supporting data.
• Recommendations - Prioritized recommendations should be clear, actionable, supported by the assessment's findings, and include potential benefits, and anticipated challenges or risks.

The consultant should approach this presentation with the understanding that the audience comprises diverse backgrounds with varying degrees of technical expertise. The content should be accessible and clear for all attendees while maintaining depth and relevance.

The finalized presentation file should be submitted to the City of Beaverton project liaison at least one week prior to the scheduled presentation date to allow for any final adjustments and internal distribution. Adjustments may be requested to ensure alignment with the organization's objectives and clarity for the intended audiences.

The selected consultant must complete the Summary Presentation within four months of contract execution, or at a later date if agreed to in writing by both parties.