HomeMy WebLinkAboutContract 50394-A4 CITY SECRETARY o
f.-O TRACT NQ. c� 3q
JAN 2 2020
CiNOFFOF�Tw08tEt FOURTH AMENDMENT TO
Glt`1SER5A9Y FORT WORTH CITY SECRETARY CONTRACT NO. 50394
This Fourth Amendment to Fort Worth City Secretary Contract No. 50394 ("Fourth
Amendment") is made between the City of Fort Worth ("FORT WORTH"), a municipal
corporation,acting herein by and through Kevin Gunn, its duly authorized Assistant City Manager
and s[Cube] Inc., a New York, S Corporation, ("s[Cube]") acting herein through Haileab Samuel,
its duly authorized Chief Executive Officer.
WHEREAS, FORT WORTH and s[Cube] entered into an Agreement identified as Fort
Worth City Secretary Contract No. 50394 beginning March 16, 2018 (the "Agreement"); and
WHEREAS, the Agreement was amended on or about March 11, 2019, via CSC 50394-
Al to extend the term through May 31, 2019 at no additional cost; and
WHEREAS,the Agreement was amended on or about August 7, 2019,via CSC 50394-A2
to extend the term through December 31, 2019 at no additional cost; and
WHEREAS, the Agreement was amended on or about August 28, 2019, via CSC 50394-
A3 to include an additional scope of work at no additional cost; and
WHEREAS, it is the collective desire of both FORT WORTH and s[Cube] to amend the
Agreement to include an additional scope of work;
NOW THEREFORE, KNOWN ALL BY THESE PRESENT, FORT WORTH and
s[Cube], acting herein by the through their duly authorized representatives, enter into this Fourth
Amendment, which amends the Agreement as follows:
1.
The Agreement Section 1. Scope of Services is hereby amended to include an additional
scope of work, outlined here as "Exhibit All;
2.
The Agreement Section 2, Term is hereby amended to continue until December 31, 2020.
3.
The Agreement Section 3. Scope of Services is hereby amended to include an additional
scope of work at a cost of$44,188.00 for a total contract amount not to exceed $296,843.00.
All other terms, provisions, conditions, covenants and recitals of the Agreement not
expressly amended herein shall remain in full force and effect.
[Signature Page Follows] ®�F� SAL �F-CORn
WORTHP TX
Fourth Amendment to Fort Worth City Secretary Contract No.50394 Page 1 of 10
CITY:
City of Fort Worth Contract Compliance Manager:
13v si-nim, I acknoMcclue that 1 any the person
responsible litr the nnmitoring and administration
I ofthis contract. including cnstuHng Al performance
B\: and reporting reyuiremcnts.
Namc: t v in Gul n
Title: Assistant CM Manai,er
[late: Nanmc: Mark 1khoer
Approval 12ecom men tied: Title: Interim ASSIStant Director. IT SOIL16011S
i
Approved as to Form and Legality
13y:
Name: Roger Wr t
I,41e: Interim Director, I I Solution, > k\:
Namc: /OB'Scz r ng:\Hest: Title: t City Attornev
r
Contract Authorization:
NI&C: 1 q-03 86
Name: Mary J. K y" r �°�C FQ�T Dale Approved: December 17. 2019
Dille: City Secretary Form 12t 5 Certification No.: 20 19-5647 73
A. . I
SELLFR-
.f
SCCUI)CI lnc. 9
Name: I aileab Sa117uel
-Title: CFO
Date:
/AY_(_
EOFF0ALCORDTARY',7X,
t
Fourth :Amendment to fort Worth City secrctar\ Conuact \o. W 39-} Pace 2 of O
EXHIBIT A
SCOPE OF WORK
rs -r
to
L b eJ
Amendment to Professional Services Agreement
for
Accela Support Services
for the
City of Fort Worth
Thursday,November 7,2019
Fourth Amendment to Fort Worth City Secretary Contract No.50394 Page 3 of 10
rs -I
Cu
L bel
Prep red for,City of Forth%%lort-,-1 exa,,,
I s't0r In,
dU :3a e r str -*
5 Foc"
,]Llr-Hy
Table of Contents
OVERVIEW.... ...... ...............3
AGREEMENT.....................................................................................................................................3
PERIOD OF PERFORMANCE......- ................................................3
SCOPE OF WORK/WORK ESTIMATE:...................................................................................................3
TRAVELCOSTS.......................................................................................I.............I..............—.1...I.......5
ASSUMPTIONS................................—...........,....11.1.....I.......................................................................5
FEES...........................--................................ ..............................6
LABORFEES.......................................................................................................................................6
ACCEPTANCE .........................................................................................................6
Fourth Amendment to Fort Worth City Secretary Contract No.50394 Page 4 of 10
r5 01
CU
L b eJ
OVERVIEW
[s]Cube Inc is pleased to submit this proposal for product support services to assist the City of Fort Worth in
modifying its current Accela implementation. Is] Cube will provide this service by offering experienced Accela
Technical Support resources.Is]Cube has assembled a team of resources with an extensive history of providing
these same services to States,Counties,and Cities throughout the Country,
AGREEMENT
This agreement is an AMENDMENT to the existing agreement between[s]Cube and the City,dated March 1601,
2018. This Amendment is entered,into as of Thursday,November 7,2029(the"Effective Date")by and between
The City of Forth Worth Texas,("the Cltr')and[s)Cube Inc. (as named or"[s)Cube")to provide technical support
to the City's existing Accela implementation,subject to the terms and conditions of the original agreement.
PERIOD OF PERFORMANCE
This contract shall be for a period from the date of execution until January 30,2020.
The City reserves the right to extend the term of the contract in thirty(30)day increments,not to exceed ninety(90)
days total with written notice to[s]Cube;provided,that City shall give the Is]Cube a preliminary written notice of
its intent to extend at least ten(10)days before the contract expires.The preliminary notice does not commit the
City to an extension.
SCOPE OF WORK/WORK ESTIMATE:
Service and Support to Accommodate compliance with new Texas laws requiring expedited approvals. The
primary purpose of this Amendment is to provide the City of Fort Worth with making modifications to their existing
Accela permitting system to accommodate new requirements driven by a new Texas state law. The desired changes
have been reviewed with City employees and documented{see below). Those changes will be made to the Accela
system by configuring the software to accommodate the modified processes and reports.
An estimate of the actual tasks and number of hours required to make all these changes Is provided below:
ftm_fLedWg Ad u Hours:
Creating Pre-Submittal Form(new record)
Scripting to link to IPRC Application and copy data 14
Implement the pre-submittal process workflow 6
Build intake fields in ACA based on hard copy applications for all new records 8
Email notifications could be required 8
Verify that all records relate to the IPRC Record.(e.g.Amendment,Construction,
CFA). May need to revisit some scripts. 4
Modify the existing IPRC Record
Workflow edits per City's feedback(create a new workflow"Version No.4.") 12
Fourth Amendment to Fort Worth City Secretary Contract No.50394 Page 5 of 10
r5 11
cu
L b eJ
Adjust intake fields based on Vic's analysis fcould have trickle down effect) 8
Email notifications will require updated language and new notifications maybe
required. 8
Modify WTUA scripting to support notification changes 6
Add a Number of Pages($312/page)fee on Application form. Details for fees are
provided in an email from Vic. 4
Modify Reports as needed:
IPRC Matrix Report 5
Overall IPRC CFA Information 3
CFA OAC Report 3
Infrastructure Consolidated Report 3
PM PROJECTSTATUS REPORT 3
ALL PROJECTS STATUS REPORT 3
APPROVED PROJECTS REPORT 3
CFA Processing Time Report(REPORT ON HOW LONG AN APPLICATION WENT
THROUGH THE PROCESS 3
COMMENTS DUE REPORT(For both 30&15 day shot clocks). 3
Consolidated Report tf3392) 3
Follow Upon Report Request 3
Spec and build and test a report to auto-notify City users of applications that are
approaching the 15 and 30 day deadlines. 10
User Acceptance Testing/Feedback/Adjustments 24
Reports Adjustments based on UAT 16
Final Review and Release Prep 10
Release and Release Testing 8
Post Go-Live Support 4
Decision Letter Reports(Approved/Disapproval) (for Platting) 4
Total 189
L.f
CFA,Construction,Bid Proposals and Change Order records are not in scope.
Reports not explicitly listed above are out of scope.
Estimates presume focused availability from IPRC and the City IT Team to expedite timelines.
Notes:
1. the items and hours above are estimated,and are based on initial scoping efforts and available information.
These estimates are subject to change should additional items be identified for modification,or should
requirements change.
2. [sjCube has agreed to perform additional QC on reports when they are released to Production in an effort
to mitigate some of the issues which have been encountered in the past,due to differences between the
test and production environments. It is understood that this may not resolve all such issues,but should
help reduce them. Importantly-this QC time will not be billed to the Client.
Fourth Amendment to Fort Worth City Secretary Contract No.50394 Page 6 of 10
rs "I
EU
L b eJ
3. [s]Cube will report the number of hours used in this Amendment on a weekly basis to the City.
4. It is anticipated that at least 1 onsite visit with a minimum of 24 hours of onsite work will be required to
Implement the work in this Amendment. That trip is to be scheduled shortly in order to expedite the work.
The services above will be billed on an hourly basis at the rate detailed in the Fees section of this Amendment.
s]Cube's technical resources will be available to provide support and maintenance for the City.This includes remote
support,delivered by phone and Webex as well as onsite support,as needed. All work will be delivered on a simple
hourly basis,logged in[s]Cube's issue and time management system and billed on a monthly basis.
TRAVEL COSTS
Travel costs for the initial trip in November are estimated as follows:
(Note:[s]Cube desires cost transparency and is open to other flight and hotel options to save money. Details about
our travel plans and costs are provided as an Appendix to this document.]
Fights: $1050
Hotels: $1073
Meals: $800
Ground Transportation: $100
Total Estimated Costs=$3,023
Based on this estimate and to allow for some room for incidentals[s]Cube has agreed that travel costs will not
exceed$3,500 for that trip.
A 2"a onsite visit may also be required. Dates,times and costs for that trip will be discussed when appropriate and
cost estimates will be provided to the City for approval prior to incurring any costs,
All travel expenses will be reimbursed by the City.
ASSUMPTIONS
GENERAL
• City staff will provide detailed explanations of the issues being experienced and work with the Is]Cube
resources throughout the resolution of the issue.
• City IT and related resources will be available as needed to complete the work on an expedited basis,and
to provide direct access to[s]Cube resources to the City's Accela permitting system,so that modifications
can be made directly.
Fourth Amendment to Fort Worth City Secretary Contract No.50394 Page 7 of 10
rs;
CU
L be
• issues will be logged and tracked in is}Cube s ticket management system. City staff will have access to
that system lot pucpnsesot repottV%new t VMat updating tur5en14mm that are in progress.
• Issues wtti be thoroughly tested by City staff prior to deployment
• isIcube resources will work dosely with Cay staffto mitigate and address env production system issues
that arise,
FEES
Labor fees
Maintenance
Hours will be billed to the City on a monthly basis.An estimate of the total haws required is provided above in the
'Scope•Section of this Amendtaent.
Travel expenses For onsitr support will be covered by the City
ACCEPTANCE
i
AGREED T4AN0 EPTEDBY: AGREE DTiYEP7E BY:
CRY of Fort Te tSjCuAe
By: - —. By
Nance: 't�•QJ�b l 1/\ �U VA VA Name!
Title: Z TRW
Date; Date:
Fourth Amendment to Fort Worth City Secretary Contract No.50394 Page 8 of 10
r5 1
cu
L be
j
Appendix 1: Estimated Travel Costs and Details for proposed November,2019 Trip
Flights:$1050
.+w.�..o....s...atmem YYTpIPSIMIM QMOABW
FIN 20 Near C...UW o
cr li.lR.srtrN¢,rnr.v�rarw ®bflw�2} 2TMMM NC1P4 G4+
Eim Rl
KMREIAIE I-SLOP O 711 39M DEPARTURE
,�tNe ALB - DFW
sw NOV 17,Mte
—A DO.'?" 12..0Dpm 2:3Bpm F0'°I RGlllltll
w Am ow �.N7 I ne deDeiNeOlDLI/1 OM .>9ie DFW ALB
1sNp ol.�eem m3TPe1
l.ai.:Y.a Qe N7U a Ift
e1N4 NOV 17.2010
0a Inn 5:13pm 6:39pm Eiq°0"''
MYe MI rA Ii.®,GA Dwu.TR �� roeTDEAIIe
ar Mu O1KW1
7ar top cw $1,049.98
A-cb. RQLqmI ,2
tbwpw NN4JMwOPO.MwIF, wpXN
RETURN I-STOP O 6H42Naw«+..rat
tnu Nov. 0 f 201
o.e.1m 9:45arn 12:45pm
wa T
AIIN qYS RS Dawa T% M.eh 7A OM/111Nuo L'N
lam CUM
Lft—Ad—"Wn O 25n
mu NOV 21.cote
maa.a.
Nr ana uam
Hotel(11/17-11/21):$1073
Fourth Amendment to Fort Worth City Secretary Contract No.50394 Page 9 of 10
rs
CU
L b eJ
Review Reservation Details
Guest room,l King
ROOM DETAILS
� _ � �� aretl�sununn uwtKnhe+tT,Gore
Now<+neer r.xms
�t
- r
Choose Raom F"hMVS
r Sunmsryof Chwges "US , &M 1,073.10
Hotel Cancellation Policy
tlwges b sw re.erwson ae not P�'�.Please role Oyer you mer wcN ra+rcserueria�fa rw cNxge bNnre/139 PM xwi IaM tune on Fbcmbe+5,]OMl
Food for 2 people 100$per day=800$
Uber/Travel(Airport to hotel and back):80-100$
Total:1050+1073+800+100=$3,023
Fourth Amendment to Fort Worth City Secretary Contract No.50394 Page 10 of 10
12/19/2019 M&C Review
CITY COUNCIL AGENDA FoRTIVORT11
DATE: 12/17/2019 REFERENCE**M&C 19- LOG 04ACCELA CONSOLIDATION
NO.: 0386 NAME: AGREEMENT AMENDMENT NO. 4
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize the Execution of an Amendment to City Secretary Contract 50394 with [s]
Cube Inc. for Additional Consulting Services in the Amount of$44,188.00 for a new
Contract Total of$296,843.00 for the Information Technology Solutions Department (ALL
COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that City Council authorize the execution of an amendment to City Secretary
Contract 50394 with \[s\] Cube Inc. for additional consulting services in the amount of$44,188.00 for
a new contract total of$296,843.00 for the Information Technology Solutions Department.
DISCUSSION:
This Mayor and Council Communication recommends approving an amendment ("Amendment") to
City Secretary Contract No. 50394 with \[s\] Cube, Inc. (the "Contract"), which was approved by City
Council on March 6, 2018 (M&C C-27596), for Accela consolidation of the Community Facilities
Agreement (CFA), Infrastructure Plan Review Center (IPRC) and Construction processes, data, and
related workflows. This Amendment will extend the duration of the Contract and will add scope which
increases the total contract amount by an additional $44,188. The additional scope is required to
comply with House Bill 3167.
The Contract included the consolidation of the entire project life cycle for application submission,
reviews, approvals, inspections and final closeout of construction and related activities pertaining to
developer-led construction of public infrastructure. This work was near completion when the State of
Texas enacted House Bill 3167 which established new review timelines and creates additional
requirements for providing comments on infrastructure construction applications authorized under
Texas Local Government Code Chapter 212. In response, the City Council approved M&C 19-0293
on November 12, 2019 to streamline subdivision construction applications and to ensure that the City
will be able to comply with the directives in the House Bill. As a result, the consolidated Accela
database must be updated to reflect necessary changes to the various applications, intake fields,
project workflows, automated notifications, and reports.
M/WBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by
the Department and approved by the M/WBE Office, in accordance with the BDE Ordinance, because
the purchase of goods or services is from sources where subcontracting or supplier opportunities are
negligible.
ADMINISTRATIVE INCREASE - An administrative change order or increase may be made by the City
Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require
specific City Council Approval.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendations, funds are available in
the current operating budget, as appropriated, of the General Fund. Prior to an expenditure being
made, the Information Technology Solutions department has the responsibility to validate the
availability of funds.
apps.cfwnet.org/councii_packettmc_review.asp?I D=27533&councildate=l 2/17/2019 112
12/19/2019 M&C Review
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (ChartfieId 2)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year Chartfield 2
Submitted for City Manager's Office by_ Kevin Gunn (2015)
Originating Department Head: Roger Wright (2230)
Mark Deboer (8598)
Additional Information Contact: Anabelle Dunn (8461)
ATTACHMENTS
apps.cfwnet.org/council_packet/mc_review.asp?ID=27533&councildate=12/17/2019 2/2