HomeMy WebLinkAboutContract 36690-A1 City Secretary Contract No. IWO(o —A
AMENDMENT NO. 1 TO
CITY SECRETARY CONTRACT NO.36690
PROFESSIONAL SERVICES AGREEMENT
WHEREAS,the City of Fort Worth("City") and MCM Technology, Inc., ("Consultant")
a Delaware corporation, collectively referred to as the "parties," made and entered into City of
Fort Worth City Secretary Contract ("CSC") No. 36690 on or about March 3, 2008
("Agreement"); and
WHEREAS, the Agreement involves implementation of efficient business work flow
processes for asset and work order management responsibilities for the City; and
WHEREAS, the parties now wish to amend the Agreement to extend the term of the
Agreement and modify the scope of services to include the current CommSHOP 360 platform to
include services for the Fort Worth Fire Department.
NOW THEREFORE, City and Consultant, acting herein by and through their duly
authorized representatives, enter into the following agreement:
1.
Exhibit A-1 to the Professional Services Agreement (PSA)—Pricing, shall be amended to
add pricing for Data Conversion and User Training, as set forth in the "Professional Service
Pricing"document attached hereto and incorporated into'to the Agreement for all purposes.
2.
Exhibit A-3 to the PSA, Statement of Work, shall be amended to add services for the
Communications Asset Management System to expand the current CommSHOP 360 platform to
include services for the Fort Worth Fire Department. Such services are more specifically set out
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
in the "Statement of Work" document attached hereto and incorporated into the Agreement for
all purposes.
3.
Section 1, Scope of Services, of the Agreement shall be modified to include the amended
Exhibit A-3 as described in Section 2 of this Amendment.
4.
Section 2, Term, is hereby amended to extend the term of the Agreement through
February 12, 2012.
5.
Section 3, Compensation, is hereby amended to increase the contract amount by
$4,611.00, thereby increasing the total contract amount to $29,361.00, inclusive of all services
and expenses.
6.
All other provisions of the Agreement that are not expressly amended herein shall remain
in full force and effect.
[SIGNATURE PAG FOLLOWS]
Executed in multiple originals on this day of &4 2011.
ACCEPTED AND AGREED:
CITY OF FORT WORTH: MCM TECHNOLOGY, INC.
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Karen L. Montgomery Thomas A. Bartels
Assistant City Manager President
Date: 2v�,�l Date:
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Marty Hendrix ,q��Qooa0oaoo�y �� Name�ja
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City Secretary pro° o�'�d� Title: rot -er
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APPROVED AS TO FORM AN0 0o o d
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By: all n4a4o
Maleslua B. Farmer
Assistant City Attorney
Contract Authorization:
M&C: None required
Approval Date:
N
CIAL RECORD
SECRETARY
WORTH,TX
EXHBIT A-1
PROFESSIONAL SERVICE PRICING
MCM Technology,LLC Tool Free:(877)626-6156
3510 Vann Road Local:(205)655-8949
Suite 105 cm)i�cr�36Q,sa Fax:(205)655-5605
Birmingham,AL 35235 www.mcmtechnology.com
Proposed to:
Alan Girton Proposal Date: 3/15/2011
City of Ft.Worth Proposal Expiration: 12/31/2011
Senior Manager ISV Contact: Aldan Clifford
Securtty/Communlcations Quote 8: QB031513AG1
(817)392.8484
Al an.Girton@fortwortheov.ore
Professional Services It Days Amount
Implementations Services
Data Conversion 2 $ 1,537.00 $ 3,074.00
User Training 1 $ 1,537.00 $ 1,537.00
TotplProjesslonalServlces $ 4,611.00
Quote Summary
Professional Services $ 4,611.00
GRAND TOTAL USD 4,611.00
All Pricing b quoted In US Dollars Taxes are not included In pricing,and would be addhional,If applicable,and would be the obllgedon
of the customer.
EXHIBIT A-3
STATEMENT OF WORK
CA4
ife-Cycle360OSolutions
Statement of Work
CommSHOP 360* TM
Communications Asset Management System
Prepared for: The City of Fort Worth, TX
Table of Contents
I. Executive Summary
II. Project Scope
Deliverables
Project Timeline
III. Engagement Assumptions
IV. Implementation Methodology
SECTION 1 -PRE-INSTALLATION TASKS
Pre-install Tasks Review and Assignment
1. Data conversion information gathering
SECTION 2—DATA CONVERSION
1 Cleaning and formatting Ft. Forth Fire Dept data
2. Importing into CommSHOP 360°TM SQL tables
3. Verifying data integrity
4. Reviewing/Auditing data with USFGMD-Europe
5. Project Conversion Requirements
SECTION 3—INSTALLATION TASKS
Configuration Tasks
1. Settings table configuration by module
2. Table building-Supporting list table definition by module
3. Create groups
4. Create/Customize menu options per group
5. Define permissions per group
6. Add Users
SECTION 4-TRAINING
Training
1. Training Schedule
2. Access to Standard Manuals and Documentation
3. Custom Training Materials
4. Project Training Requirements
V. Project Financials and Project Milestones
Project Deliverables and Sign-off
• Obtain project sign-off
• Review and identify Warranty period and beginning of Maintenance period
Additional Costs
New Requirements: Product Enhancements,Training,or other Services
Attachments
Appendix A- Project Sign-off Document
I. EXECUTIVE SUMMARY
MCM Technology, LLC ("MCM") sells and supports an all encompassing Asset Management
Enterprise software application designed specifically to track and record life-cycle activities of
Assets from Acquisition to Disposition.
The CommSHOP 360°TM Solution is a multi-user management solution that accumulates and
maintains data to assist in the management of serialized and/or capitalized assets, while
maintaining real-time control of the asset's location, condition, and historical movement.
The system also has an integrated state-of-the-art Work Order management system that
tracks consumable inventory usage, manages and reports on labor usage, and compiles
revenue and expense management data.
The City of Ft. Worth CIS ("Client") is currently using the CommSHOP 360°Tm application to
manage the day to day internal operations. In an effort to provide a more consistent
management platform and increase efficiency, citywide, the current management platform will
be expanded to include the Ft. Worth Fire Department and their communications equipment.
Furthermore, due to the fact that the solution is architecture is currently in place and the Client
has a surplus of user licenses; the expansion of this solution will be very cost effective and
only require data conversion, system configuration, and user training.
II. PROJECT SCOPE
MCM will expand the current software platform to meet all the requirements listed in this Scope
of Work.
Deliverables
The following are the project deliverables as defined:
Software Expansion (to Ft. Worth Fire Department):
1. CommSHOP 360°TM core modules (by utilizing current surplus of user licenses):
■ Agency
■ Asset
■ Work Order
■ Parts Inventory
■ Purchasing
■ Project Management
■ Reporting
Hardware:
The Client will be responsible for providing all the hosting hardware to house the
database and application. MCM will assist in the planning process to ensure the appropriate
resources are in place.
Services:
1. Database Configuration (setting system tables) and Review
2. Data Conversion
o Conversion of identified data
o Data conversion audit and review
3. Web-Based Training
Project Timeline
MCM proposes to begin the implementation process, as described in this document, within 90
days of the contract award. MCM proposes to complete the implementation of the system
within 90 days of the start date of the project. The timeline shown in this chart is tentative
based on the date of the award.
III. ENGAGEMENT ASSUMPTIONS
The following assumptions apply to this engagement:
■ Client will identify a resource prior to commencement of this initiative to serve as the
project manager to whom MCM will transfer knowledge.
■ Client SME's will be available on an as needed basis to support the project
objectives and deliverables.
■ MCM is solely responsible for MCM project staffing.
■ MCM agrees to sign all non-disclosure agreements, as necessary.
■ Changes to the scope of the contract including but not limited to, expanding the area
of responsibility, enhancement requests, or a change of work location, will be
negotiated.
■ Work will be performed remotely at MCM's facility.
• The Client will provide MCM personnel with the appropriate facilities necessary to
complete the defined scope of work in time frames that support the project.
Facilities include but are not limited to:
• Pentium Workstation
• Suitable office or work space to perform project duties
• Telephone
• Facility/Security Access Badges
• E-mail or ability to access outside systems
• Network/Peripherals Access
■ MCM will not be responsible for delays caused by the unavailability of Client
personnel, or other events beyond its control (e.g. malfunctioning infrastructure
elements, delays of input data), as these delays could directly impact end-date
deliverables.
■ Client will provide MCM with all workstations to be configured upon arrival for
commencement of the project.
■ MCM will provide Client with status reports reflecting accomplishments, issues and
recommendations, and planned accomplishments for the next reporting period.
Status reports will be presented on an as-needed basis during a milestone period
and at the end of each milestone.
IV. IMPLEMENTATION METHODOLOGY
Pre-install Tasks Review and Assicinment
1. Data Conversion Information Gathering
Prior to any conversion, the data that is to be converted must be identified and samples
provided. Client will be required to provide MCM with data files that have the minimum
data fields required to populate the related CommSHOP 3600Tm database tables.
SECTION 2—DATA CONVERSION
1. Cleaning and formatting Client data
Prior to converting Client data into the CommSHOP 360°TM database, the data must be
formatted to insure that all of the fields convert properly. This process includes:
• Formatting dates to the required YYYY-MM-DD format
• Standardizing data with common fields such as:
o Agency Groups,
o Asset Classes,
o Asset Categories
• Assigning new data to records for CommSHOP 360°Tm required fields
2. Import into CommSHOP 360°TM SQL tables
This is the process of importing data from the formatted files into the CommSHOP 3601TM
SQL tables. At this point, the data will be accessible for changes through the CommSHOP
360°Tm application interface. Additional changes and formatting can still be done after the
data is imported, where required.
3. Verify data integrity
Verifying the integrity of the data involves both the MCM project manager and data
conversion team. This is where data is tested within each module to make sure that each
module functions properly.
4. Review/Audit data with Client
Once the data has been formatted, imported, and verified by the MCM team, the Client
project team will be asked to review the converted data (either via web meeting or on-site).
Any adjustments that need to be made should be requested by the Client at this time.
Once the data has been reviewed and accepted by the Client, the data will be considered
in a "go-live" state.
5. Project Conversion Requirements
The following is a list of the data files and types that will be converted during this
implementation.
All data to be converted must be identified and samples provided prior to the conversion.
of DartaDesc ipti File File Type 60°TM Table COMSHOP Notes
Delimited Any other formats should be discussed
Asset Data text, Asset with the Project Manager to determine if
Excel the are within the scope of the project.
MCM will merge the data provided in Excel with the existing data in the Fort Worth Radio
Shop database. MCM will work with the CLIENT to determine what information will be
imported and which fields take precedence for any records that currently exist in the MCM
database.
Configuration Tasks
1. Settings Table Configuration by Module
There are many settings, both system-wide and by module, that need to be defined before
using the application.
These include functions such as:
- Auto-Numbering settings,
- Costing methods,
- Work Order billing defaults,
- paths to attachment and program directories, etc.
The MCM Team will not make any major changes to the existing database configuration. In
order to meet the needs of the additional data capture, changes will be confined to custom
field creation and expansion of current database configurations.
2. Defining User Groups
Groups are the basis for all user access in the CommSHOP 3600"m system. Groups
control permissions and menu access to the various modules and functions in the system.
Where possible, existing user groups will be utilized to include additional Client users.
Should additional user groups be needed, MCM will work with the CLIENT to help define
and add these additional groups.
3. Creating/Customizing Menu Options by Group
With the CommSHOP 3600Tm administration utility, you have the ability to create
customized menus for each User Group you create. The menu options are generally
defined according to the job functions that a specific group of users would perform.
Where possible, existing menu options by group will be utilized to include additional Client
users. Should additional user groups be needed, MCM will work with the CLIENT to help
define these options.
4. Defining Permissions by User Group
Permissions are defined by User Group and by Module. Though a user is given access to
a given module from their group menu, they still must have the appropriate permission
levels to function within the modules.
Existing permissions by group will be utilized to include additional Client users. Should
additional user groups be needed, MCM will work with the CLIENT to help define these
options.
SECTION 4-TRAINING
1. Training Schedule
The training schedule will be set by the MCM Project Manager and the Client Project
Lead(s). This schedule should take into consideration the availability of key personnel and
their schedules.
The schedule is generally made up of multiple sessions that cover the same topics, so that
small groups of personnel can be trained at different times, without affecting you normal
workload and staffing capabilities.
All training activities will be conducted via webinar. These sessions will be set up at the
discretion of the Client and can include all new, current and future users.
2. Access to Standard Manuals and Documentation
MCM provides online training documentation within the application that can be accessed
from the Help menu. A printed copy of the manual in PDF format is also included on the
server under the installation folder in a "Help" folder.
3. Custom Training Materials
During the course of the install, the training team may develop customized training
documents to be used during the training sessions. This is an additional fee-based
Professional Service that is incrementally available Client and can be included in the scope
of the job, when required.
4. Project Training Requirements
Training sessions will be held for the following CommSHOP 360°T1" core modules and
optional applications:
• Agency
• Assets
• Work Orders
• Parts Inventory
• Purchasing
• Project Management
• Reporting
VI. PROJECT SIGN-OFF AND PROTOCOL
MCM proposes delivering the services detailed in this Statement of Work in the most
efficient time line possible. (Dates to be determined)
Project Deliverables and Sign-off
1. Project sign-off on all deliverables
Upon completion of the project, MCM will provide an acceptance document to be signed by
the Client project manager to identify completion and acceptance of all deliverables (See
Appendix—A).
New Requirements: Product Enhancements. Training, or other Services
During the implementation, there are typically some new requirements or enhancements
that are discussed which were not included in the original scope of the project.
There are a couple of ways that this is generally addressed:
A. If there are funds available within the project that can be used, the MCM Project
Manager will provide documentation on the new requirements that will be agreed
upon by both parties.
B. If the funds are not available with the project, a separate Quotation or Change
Order will be provided along with documentation on the new requirements that will
be agreed upon by both parties.
Additional Costs Incurred
Additional costs incurred by Client before, during, or after the project that are outside the
scope of work detailed in this document will be borne solely by the Client.
This includes, but is not limited to, cost for the purpose of providing site access, insuring
technological compatibility, undertaking hardware upgrades, etc.
MCM will not incur or invoice Client for any expenses relating to activities outside of the
scope of work, without prior approval from Client.
Appendix A
Project Sign-Off Document
Go-Live and Acceptance
Once the training session(s) has been delivered,the system will be considered in a "Go-
Live" state. It will be the responsibility of the customer to maintain the data in the system
from that point forward.
Client hereby accepts the deliverables outlined in this SOW and agrees that the system is
in a Go—Live state:
Accepted by:
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