HomeMy WebLinkAboutContract 46815-R3 �$91011 '2q�
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00> CITY OF FORT WORTH
1, CONTRACT RENEWAL NOTICE
June 12, 2019
Brio Services, LLC d/b/a Brio Consulting LLC
Attn: Nancy Lerner
11 152 Westheimer Road 9685
Houston, TX 77042
Re: Contract Renewal Notice
Maximo Program Management Services
Contract No. CSC No. 46815 (the "Contract")
Renewal Term No. 3: July 1, 2019 to July 1, 2020
The above referenced Contract with the City of Fort Worth expires on July 1st, 2019 (the
"Expiration Date"). Pursuant to the Contract, contract renewals are at the sole option of the City.
This letter is to inform you that the Citv is exercising its right to renew the Contract for an
additional one (1) year period, which will begin immediately after the Expiration Date. All other
terms and conditions of the Contract remain unchanged. Please return this signed
acknowledgement letter, along with a copy of your current insurance certificate, to the
address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to
provide a signed acknowledgment does not affect the renewal.
Please log onto PeopleSoft Purchasing at http:;/fortworthtexas.gov/purcliasin to insure
that your company information is correct and up-to-date.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
City of Fort Worth Water Dept.
Rick Brents
(817) 392-8453
fFT
FICIAL,RECORD
TY SECRETrARY
WORTH TX
Contract Renewal
CSC No.
ACCEPTED AND AGREED:
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the
person responsible for the monitoring and
administration of this contract, including
By: ensuring all performance and reporting
Name: g requirements.
Title: Assistant City Mddager
W1 D12 q 0I 1
By:
APPROVAL RECOMMENDED: Name: cC k'-N G
Title: $fZ IT" S'04-c,7-(0 NS $A./fZ
APPROVED AS TO FORM AND
By: _ �'� �' LEGALITY:
Name: _ C I42 q I•IAIZ0 E2
Title: _ W,1.r 'Aen.'fs/
ATTEST: By:
Name: p .S'ray
Title: Assistant Ci{y Attorney
By: fill CONTRACT AUTHORIZATION:
Name: M&C: NA
Title: City Secretary ��� ...... T'� Date Approved: NA
orm 1295 Certification No.: Nft
�June 25
r
By: ,
Name: Nancy Lerner
Title: CEO
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH,TX
Contract Renewal Page 2 of 2
FIRST AMENDMENT TO Cm'SECRETARY
� i
_ cl7 PROFESSIONAL SERVICES AGREEMEPROr�r tiT� ..
This Fir'�'t Amendment to Professional Services Agreement(the'`Amendment")is made between the City of Fort Worth
�W(rV60,9'1#ORTIt"), a municipal corporation, acting herein by and through Jesus J. Chapa,its duly authorized Assistant
''"F7'VC�iager and Brio Services,LLC d/b/a Brio Consulting LLC, acting herein through Nancy Lerner, its duly
authorized CEO;
WHEREAS, FORT WORTH and Brio Consulting entered into a Professional Services Agreement identified as
Fort Worth City Secretary Contract No.46815 for a period of three years beginning July 1,2015; and
WHEREAS, in this,the Amendment, it is the collective desire of both FORT WORTH and Brio Consulting to
make the following additions to Exhibit A of the Agreement, in order to upgrade the Water Maximo Asset Management
System:
NOW THEREFORE,KNOWN ALL BY THESE PRESENT:
The Agreement is hereby amended to be effective on Friday,July 1,2018 with the following additions and services,to
Exhibit A of the Agreement:
5.5 Develop Integrated Materials Requisition Tools
Milestone 5.5.1:Configuration of Maximo applications "Create Desktop Requisitions," "View Desktop
Requisitions," "View Drafts," and"View Templates" complete and ready for testing in the Test environment.
$37,625.00
Milestone 5.5.2: Integration of the Maximo Quick Reporting and Work Order Tracking applications with"Create
Desktop Requisitions"and"View Desktop Requisitions"applications complete and ready for testing in the Test
environment
$22,875.00
Milestone 5.5.3:Configurations to automate the flow of requisitions to purchase orders and inventory usage
records are complete and ready for testing in the Test environment
$30,250.00
Milestone 5.5.4: Integrated materials requisition tools are migrated to the Production environment
$6,050.00
5.6 Develop Tools for Enhanced Work Order Data Analysis
Milestone 5.6.1:Work order specification object and data management automation scripts configured in
Maximo and added to reporting objects used with work order tracking and quick reporting(ready for testing in
the Test environment)
$27,300.00
Milestone 5.6.2:Work order specification viewing application configured in Maximo(ready for testing in the
Test environment)
$12,100.00
Milestone 5.6.3: Maximo work order advanced search functions configured in Maximo(ready for testing in the
test environment)
$12,100.00
Milestone 5.6.4:Maximo enhanced work order data analysis tools migrated to Production environment
$4,500.00
5.7 Coordinate with Advanced Metering Effort to Streamline and Strengthen Processes Affected by AMI
Milestone 5.7.1: Participate in review sessions for up to 10 AMI processes(set 1)
$12,612.50
Milestone 5.7.2: Participate in review sessions for 11'through up to 20`h AMI processes(set 2)
First Amendment to Professional Services Agreement OFFICIAL RECORD Page 1 of 4
CITY SECRETARY
ITT.WORTH,TX
$12,612.50
Milestone 5.7.3: Maximo configured to support changes identified in process review sessions for process sets 1
and 2
$16,600.00
Milestone 5.7.4:Milestone:Participate in review sessions for 20th up to 30 AMI processes (set 3)
$12,612.50
Milestone 5.7.5: Participate in review sessions for 30`h through up to 40 AM processes (set 4)
$12,612.50
Milestone 5.7.6: Maximo configured to support additional changes identified in process review sessions
$16,600.00
5.8 Develop Functional Specifications and Manage Development of Maximo Interface to New Financial System
Milestone 5.8.1: Maximo/PeopleSoft interface functional specification completed
$28,325.00
Milestone 5.8.2: Maximo Configurations to Support Purchasing Process Modifications Completed in the Dev and
Test Environments.
$16,600.00
Milestone 5.8.3: Maximo/PeopleSoft interface testing complete
$33,750.00
Milestone 5.8.4:Maximo Training Materials Updated and Training Session for Maximo Purchasing Personnel
Completed
$6,675.00
Milestone 5.8.5: Maximo/PeopleSoft interface in Production
$9,000.00
5.9 Manage Updates to Maximo Interfaces to CRM,CIS and Firehouse to Use the Enterprise Bus
Milestone 5.9.1:Bus modification planning sessions and action plan completed
$12,100.00
Milestone 5.9.2: Maximo/CRM interface modification testing complete
$10,550.00
Milestone 5.9.3: Maximo/Firehouse interface modification testing complete
$10,550.00
Milestone 5.9.4: Maximo/CIS interface modification testing complete
$10,550.00
Milestone 5.9.5:Maximo/CRM interface modification in Production
$7,600.00
Milestone 5.9.6: Maximo/Firehouse interface modification in Production
$7,600.00
Milestone 5.9.7: Maximo/CIS interface modification in Production
$7,600.00
5.10 Develop Functional Specifications and Manage Development of Maximo Interface to Water SCADA Historians
Milestone 5.10.1:Maximo/SCADA Historian interface functional specification completed.
$11,175.00
Milestone 5.10.2:Maximo Configurations for Tracking SCADA Source on Asset Meters Complete
$7,600.00
Milestone 5.10.3:Maximo/Water SCADA Historian interface testing complete
$10,550.00
Milestone 5.10.4:Maximo/Wastewater SCADA Historian interface testing complete
$10,550.00
Milestone 5.10.5:Maximo/Water SCADA Historian interface in Production
First Amendment to Professional Services Agreement Page 2 of 4
$6,050.00
Milestone 5.10.6:Maximo/Wastewater SCADA Historian interface in Production
$6,050.00
5.11 Support Extension of Maximo Warehouse Management Processes to New Department
Milestone 5.11.1: Planning and training sessions completed for new Maximo storeroom staff
$12,575.00
5.12 Develop Functional Specifications and Manage Development of Maximo Interface to Accela Development System
Milestone 5.12.1:Maximo/Accela interface functional specification completed
$33,990.00
Milestone 5.12.2:Maximo configurations to support development process completed in the Dev and Test
environments
$16,200.00
Milestone 5.12.3: Maximo/Accela interface testing complete
$31,650.00
Milestone 5.12.4: Pre go-live process review and training session complete
$14,340.00
Milestone 5.12.5:Maximo/Accela interface in Production
$18,060.00
TOTAL MILESTONE FEES FOR NEW TASKS $576,140.00
TOTAL NOT TO EXCEED AMOUNT FOR TASK 5.13 HOURLY SUPPORT SERVICES $250,000.00
LIMIT OF CONTRACT AMENDMENT $826,140.00
All other tenns.provisions.conditions.covenants andrecitals ofsaidAgreementnotexpressly amended herein shall remain in
full force and effect.
APPROVED FOR APPROVED FOR
CITY O RT RTH: BRIO SERVICES, LLC d/b/a BRIO CONSULTING LLC:
Bv: Bv: germ
Jay C pa Nancy
Assistant Citv a CEO
Date: Date: 6/2 5/2 018
APPROVED FOR CITY OF FORT WORTH:
RECOMMENDED BY:
n l�
Chris Harder,interim Director, Water Department
Date:
Z')
John B. Str6na, Assis ant City tornev
First Amendment to Professional Services Agreement Page 3 of 4
Date:
Contract Compliance Manager:
By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract,
including ensuring all performance and reporting requirements.
W \
William Bailey, 11 Manager, Water Department
Date: 25-►8
ATTEST: }
M y . ha S c tan. �� ;2
Date: t ACJ MO�V•=--- .`:., .��i ! �
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
First Amendment to Professional Services Agreement Page 4 of 4
M&C Review Page I of 4
Offoa!site of the City of For Worth,Texas
CITY COUNCIL AGENDA FORTWORTII
COUNCIL ACTION: Approved on 5/15/2018 -Ordinance No. 23214-05-2018 & Resolution No.
4934-05-2018
DATE: 511512018 REFERENCE NO.: **C-28683 LOG NAME: 60MAXIMO AMEND
1
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Contract Amendment No. 1 with Brio Services, LLC in the Amount of
$826;140.00 to provide Additional Program Design Services and Software Configuration
Program Management for the Upgrade of the Water Department's Work Order and Asset
Management System and Authorize Contract Amendment No. 1 with Total Resource
Management, Inc. in the Amount of$1,176,200.00 to Provide Additional Software
Interface Development, Technical Services and Hosting Services, Adopt Resolution
Expressing Official Intent to Reimburse Expenditures with Proceeds of Future Debt and
Adopt Appropriation Ordinance(ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Adopt the attached resolution expressing Official Intent to Reimburse expenditures with proceeds
of future enterprise fund debt for the Maximo Asset Management Project;
2. Adopt the attached appropriation ordinance reducing unallocated receipts and appropriations in the
Water and Sewer Commercial Paper Fund in the amount of $2,002,340, for the Maximo Asset
Management Project;
3. Authorize the execution of an amendment to the contract with Brio Services, LLC, (City Secretary
Contract No. 46815) in the amount of $826,140.00 for an amount not to exceed of $2,429,243.00
to provide program and software configuration program management for additional services
related to the upgrade of the Maximo work order and asset management system; and
4. Authorize the execution of an amendment to the contract with Total Resource Management, Inc.,
(City Secretary Contract No. 46814) in the amount of$1,176,200.00 for an amount not to exceed
$2,352,400.00 to provide additional software interface development, technical services and two
years of hosting services to support the Maximo software.
DISCUSSION:
On June 16, 2015, Mayor and Council Communication (M&C C-27349), authorized contracts with Brio
Services, LLC (Brio)and Total Resource Management, Inc. (TRM)to support the Water and Wastewater
Asset Management Program through the enterprise-wide implementation of Maximo. Maximo was initially
deployed within the Field Operations Division in 2005, as a part of the implementation of the Water
Information Technology Program, authorized by the City Council in August 2003. Since that time, Field
Operations has used Maximo to plan, schedule and assign work, manage warehouse stock and issue parts.
At that time, Maximo was also integrated with the City's Fire Records Management System (Firehouse) and
the Department's PeopleSoft Customer Relationship Management System (CRM), both of which generate
work orders for Field Operations.
The agreements authorized by M&C C-27349 allowed for the expansion of the Maximo system to water and
wastewater plant operations, as well as meter services and a re-implementation of the upgraded system in
Field Operations. The systems and services provided support of the Water Department's overall asset
management program, implemented the recommendations from the Water Information Technology Master
Plan (2010), and responded to the recommendations derived from the Public-Private Partnership process
(2013)_
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Amendment No. 1 to the Brio Services, LLC and Total Resource Management, Inc. agreements will provide
the following additional services to allow the Water Department to take advantage of new opportunities to
further improve functionality, transparency and efficiency:
• Configure integrated materials requisition tools to improve business process for warehouse materials
management and specialized services;
•Coordinate with the MyH20 Project to automate and streamline associated processes;
• Develop functional specifications and manage development of Maximo to the PeopieSoft financial system
for procurement activities, SCADA historians to enable automatic creation of certain work orders, and
Accela to improve the customer experience and improve transparency for developer projects;
• Provide necessary updates to the PeopleSoft CRM, Customer Information System. and Firehouse to
accommodate new integration points;
• Configure and enhance asset life cycle management and maintenance practices;
• Extend the TRM hosting of Maximo for 24 months,which includes system performance and optimization
services, system architecture services and upgrade specific analysis, diagnostic and testing services;
• Rebuild the training and development environments to accommodate GeoWorx special services and
database sync capabilities; and
•Add associated software and integration services for GeoWorx
CONTRACT TERMS -The upgrade will begin immediately upon execution of the contracts and is
anticipated to be complete within 24 months. The contracts may be renewed upon mutual,written consent
of the parties for up to three additional one-year periods for ongoing consulting or hosting services without
additional City Council authorization as long as funds have been appropriated.
This project is anticipated to be included in a future revenue bond issue for the Water and Sewer Fund.
Available cash within the Water and Sewer portfolio and the City's portfolio along with the appropriation
authority authorized under the Callable Commercial Paper Program (CP)will be used to provide interim
financing for this project until debt is issued. To the extent resources other than the Water and Sewer
portfolio are used to provide interim financing, the Water and Sewer Fund will be charged interest that is
equivalent to the overall rate of return being earned by the City portfolio(currently approximately one-
percent annually). Should the City' s portfolio not support the liquidity needed to provide an interim short-
term financing source, another funding source will be required, which could mean issuance of securities
under the CP Program or earlier issuance of Water and Sewer revenue bonds than is currently planned.
Once debt associated with this project is sold, bond proceeds will be used to reimburse the Water and
Sewer portfolio and the City's portfolio in accordance with the attached Reimbursement Resolution.
The City Council adopted the Water Department's Fiscal Year 2018-2022 Five Year Capital Improvement
Plan on December 12, 2017, Mayor and Council Communication (M&C G-19187). This City Council
adopted plan includes this specific project, with funding identified through the CP program to be reimbursed
with future revenue bonds. In accordance with the provisions of the Financial Management Policy
Statement, Staff anticipates presenting revenue-supported debt issuances to the City Council for
consideration within the next three years.This debt must be issued within approximately three years to
provide reimbursement for these expenses. If that does not occur, the costs will no longer be reimbursable
by issuing tax-exempt debt and the funding source will have to be made whole through budgetary methods.
Adoption of this resolution does not obligate the City to sell bonds, but preserves the ability to reimburse the
City from tax-exempt bond proceeds.
MWWBE OFFICE -A waiver of the goals for MBE/SBE subcontracting requirements was requested by the
Water Department and approved by the M/ BE Office, in accordance with the BDE Ordinance, because
the MWBE Waiver is solicited based on the sole source information provided to the MWBE Office by the
managing department's project manager.
This project will have no impact on the Water Department s operating budget and this project serves ALL
COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations and adoption of the
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M&C Review Page 3 of 4
attached appropriation ordinance, funds will be available in the Water/Sewer Commercial Paper Fund for
the Maximo Asset Management Project. The Water and Sewer Commercial Paper Fund includes authority
of$150,000,000.00 for the purpose of providing interim funding for Water and Sewer Capital Projects. After
this transfer, the balance will be$137,587,630.00 for future capital projects.
Funding for the Maximo Asset Management Project is depicted in the table below.
Fund Existing Additional Project
Appropriations Appropriations Total*
Water &
Sewer
Commercial $0.00 $2,002,340.00 $2,002,340.00
Paper Fund
56016
Water
Capital
Projects $1,846,641.00 $0.00 $1,846,641.00
Close Fund
59605
Sewer
Capital
Projects $994,346.00 $0.00 $994,346.00
Close Fund
59608 11
Project $2,840,987.00 $2,002,340.00 $4,843,327.00
Total
*Numbers rounded for presentation purposes.
TO
Fund I Department Account Project Program Activity Budget i Reference# Amount
ID i ID I Year j (ChartFeld 2I
FROM
[-Fund--Department AccountT, PrID
ject i Program Activity Budget Reference# Amount
1D j Year Chartfield 2
Submitted for City Manager's Office by: Jay Chapa (5804)
Originating Department Head: Chris Harder(5020)
Additional Information Contact: David Holt (2515)
ATTACHMENTS
60MAXIMO AMEND 1 60 AO 18.docx
60MAXIMO AMEND 1TRM Form 1295.pdf
60MAXIMO AMENDI- REIMB RESOLUTION.docx
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M&C Review Page 4 of 4
Brio Certified Form 1295.pdf
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