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HomeMy WebLinkAboutContract 48757-A6 CSC No.48757-A6 SIXTH AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 48757 This Sixth Amendment to Fort Worth City Secretary Contract No. 48757 ("Sixth Amendment") is made between the City of Fort Worth ("Fort Worth"), a municipal corporation and Data Transfer Solutions,LLC,a Florida limited liability company("Vendor").Fort Worth and Vendor are collectively referred to herein as "Parties." WHEREAS,the Parties entered into an Agreement identified as Fort Worth City Secretary Contract No. 48757 beginning February 17, 2017 (the "Agreement"); and WHEREAS, on or about September 25, 2017, the Parties subsequently amended the Agreement via CSC No. 48757-Al to include changes in Property Management Field Data Collection deliverable; and WHEREAS, on or about January 31, 2018, the Parties subsequently amended the Agreement via CSC No. 48757-A2 to include a Field Data Validation and Condition Assessment deliverable to be provided by Data Transfer Systems (DTS) at a cost of$274,061.70. WHEREAS, on or about August 24, 2018, the Parties subsequently amended the Agreement via CSC No. 48757-A3 to include 14 additional days of training and support for TPW Traffic Engineering deliverable to be provided by Data Transfer Systems (DTS) at a cost of $21,000. WHEREAS, on or about February 14, 2020, the Parties subsequently amended the Agreement via CSC No.48757-A4 to include an additional scope of work for Park and Recreation Park Operation s Dynamic Reports at a cost of$17,600.00 WHEREAS,on or about July 1, 2020 the Parties subsequently amended the Agreement via CSC No. 48757-A5 to include the annual renewal terms of the VUEWorks software and maintenance at a cost of$50,000.00. NOW THEREFORE,known by all these present,Fort Worth and Vendor, acting herein by the through their duly authorized representatives, agree to the following terms, which amend the Agreement as follows: 1. The Agreement is hereby amended by adding Schedule A, attached to this Sixth Amendment, as additional items to Exhibit A of the Agreement. 2. Section 3 of the Agreement, COMPENSATION, is hereby replaced in its entirely with the following: City shall pay Consultant an amount not to exceed $1,529,220.00 for implementation and configuration services in accordance with the provisions of this Agreement and Exhibit `B," Payment Schedule, which is attached hereto and OFFICIAL RECORD CITY SECRETARY Sixth Amendment to Fort Worth City Secretary Contract No.48757 FT. WORTH, TX incorporated herein for all purposes. City shall pay Consultant an amount not to exceed $132,400.00 for VUEWorks Implementation Services in accordance with the provisions of this Agreement. Consultant shall not perform any additional services for the City not specified in this Agreement unless the City requests and approves in writing the additional costs for such services. The City shall not be liable for any additional expenses of Consultant not specified by this Agreement unless City first approves such expenses in writing. The City agrees to pay all invoices of Consultant within thirty(30)days of receipt of such invoice. Consultant may charge interest on late payments not to exceed one percent (1%). 3. 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] Sixth Amendment to Fort Worth City Secretary Contract No.48757 Page 2 of 11 Executed effective as of the date signed by the Assistant City Manager below. FORT WORTH: City of Fort Worth Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration rW 11 '' of this contract,including ensuring all performance By: Valerie Washington(Dec 9,202015:30CST) and reporting requirements. Name: Valerie Washington Title: Assistant City Manager Date: By: Steven Vandever(Dec 8,202013:49 CST) Name: Steven Vandever Approval Recommended: Title: Sr. IT Solutions Manager Approved as to Form and Legality: By: Name: Kevin Gunn t Title: Director,IT Solutions bpF F 0R r��0 By: JB Strong(Dec 9, 2014:56 CST) pPA.o°°° °°iojr0� Name: John B. Strong Attest: d�v0 o=1 Title: Assistant City Attorney a a*°°°°°°°°°°°°° ap Contract Authorization: for Ronald P. Gonzales �4�nEXASo° M&C: N/A By. for Ronald P.Gonzales(Dec 9,202015:59 CST) Name: Mary Kayser Title: City Secretary VENDOR: Data Transfer Solutions,LLC: sangegfa Red�� Sang aftddy(Ce 8,202013:16 CST) By: Name: Sangeeta Reddy Title: Operations Director Date: Dec 8,2020 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Sixth Amendment to Fort Worth City Secretary Contract No.48757 Page 3 of 11 Schedule A City of Fort Worth, Texas VUEWorks® Scope of Work — Stormwater Department PHASE 1 Iff Prepared for: City of Fort Worth,Texas 1000 Throckmorton St. Fort Worth,TX 76102 Prepared by: Data Transfer Solutions,LLC 3680 Avalon Park East Blvd., Suite 200 Orlando, FL 32828 www.dtsgis.com CO dts MAKERS OF VU EWorkS. Table of Contents Proposed Scope of Services for the City of Fort Worth,TX.....................................................................3 ProfessionalService Fees:........................................................................................................................8 %J/ VUEWorks,, NOTICE ©Copyright 2020 by ata Transfer Solutions, LLC All rights reserved. No part of this publication may be reproduced,stored in a retrieval system or transmitted in any form or by any means electronic,mechanical or otherwise,without the prior permission of Data Transfer Solutions,LLC or VUEWorks, LLC.The materials contained herein contain commercial and technical information,which are the property of Data Transfer Solutions, LLC or VUEWorks, LLC, and users of this document shall protect the right of intellectual property and ideas presented herein.VUEWorks® is a registered trademark of VUEWorks, LLC. Esri®and ArcGIS®are registered trademarks of Environmental Systems Research Institute,Inc. City of Fort Worth, TX-Stormwater VUEWorks Scope of Work Proposed Scope of Services for the City of Fort Worth, TX The following proposed Scope of Services are a combination of remote configuration and training services designed to provide services to properly configure VUEWorks and train City of Fort Worth staff to ensure successful use of VUEWorks in meeting City of Fort Worth TPW Stormwater's operational needs and goals. To set the stage for the following tasks and activities,the following definitions apply: In-Scope Items 1. Project Consultation and Implementation activities for the Stormwater Department as defined below. 2. VUEWorks Software configuration activities. 3. Training Activities as defined below. 4. VUEWorks will configure against the City's existing TPW VUEWorks test and production instances. The City will maintain these instances on their internal server and will be responsible for the promotion of any configuration between environments after go-live. 5. Data Migration from legacy work order system into VUEWorks using Work Order Import functionality as described below. Out-of-Scope Items 1. Data Cleansing, Normalization, Manipulation, Editing, unless agreed upon by VUEWorks Project Manager. 2. GIS data server configuration or network configuration on the City's IT infrastructure. 3. Database administration of any kind related to the City's IT Infrastructure. This includes the creation of database views for data integration activities from any data source (GIS, Peoplesoft, or Active Directory). 4. Configuration or troubleshooting tasks for existing Departments using VUEWorks. DTS will communicate to the Project Manager in advance of any configuration activities that may impact existing users. 5. Software customizations or custom integrations. The Scope of Services will be used to implement VUEWorks in a phased approach. Each phase will follow a similar process and workflow. Each area of focus will include a mix of one or more of the following service categories: • Project Management • Configuration • Consultation • Training • Documentation • Support Services CIS dts MAKERS QF vueworks.. City of Fort Worth, TX-Stormwater VUEWorks Scope of Work The recommended phases for this implementation are as follows: • Phase 1: Project Kickoff • Phase 2: Data, Document and Process Review • Phase 3: Configuration, Migration and Training • Phase 4: Optional Advanced Module Configuration The implementation services will focus on the implementation of the following VUEWorks application modules for the City's Stormwater Department: Core, Service Request, Work Order, Resource Manager (Personnel, Equipment, and Inventory),Condition, and MobileVUE. Services include data loading into VUEWorks from the City's ArcGIS Server via consuming of Map Services and may also include the one-directional linking of data between a 3rd party system and VUEWorks using the VUEWorks Data Link technology. Phase 1 — Project Kickoff The project kickoff meeting will occur remotely with City of Fort Worth.The kickoff meeting is where the project goals and objectives are laid out to the project team,team members and support personnel who will be involved in the process. The VUEWorks implementation tasks, goals, schedule and timeline will be shared with the project team. All team members will be made aware of when their support will be needed throughout the process,so they can plan for their involvement ahead of major and minor deadlines.This transparency is crucial to the success of the project and to mitigate any risks related to the inevitable change experienced by these team members. After this phase,VUEWorks will provide the following deliverables: 1. Kickoff Meeting Minutes and Action Items Phase 2 - Data, Document and Process Review Upon the assemblage of a Project Team,an initial Project Plan will be developed and provided to the City by the VUEWorks Project Manager;this will be the cornerstone for the project.The Project Plan will lay out the project timeline and will be used as the basis for the agenda for frequent project status meetings coordinated by VUEWorks. The Project Plan also includes formal communication paths between and within the City's organization and VUEWorks,with issue resolution procedures defined. dis MAKERS o=VuewoI1^ k5-. City of Fort Worth, TX-Stormwater VUEWorks Scope of Work VUEWorks staff will work with the City's staff to determine where integrations are possible for bringing in resources (labor, equipment, inventory). Those that can be one direction into VUEWorks will be integrated using the VUEWorks Data Link process as implemented under the existing contract for TPW. For Department resources that may currently be stored in excel spreadsheets,VUEWorks will work with the City to migrate this information into VUEWorks Resource module.VUEWorks staff will provide the City with excel import files for each resource area needing migrated into VUEWorks (labor/equipment/inventory), and walk the City thru what fields are required, as well as what fields are additionally available to migrate data into. The City will populate the import files and provide back to VUEWorks staff,who will import and test the data. Part of the training provided deals specifically with training those who will be administering the software moving forward. The goal of training the system administrators is to give them the tools to grow VUEWorks overtime. Data tasks that could be used for this project include: • Investigate existing asset systems operational features and database structure for asset data. • Provide the City system administrator(s) with an overview of the VUEWorks data views and configuration options. • Functional requirements for the asset data by asset type. • Identification of asset types and fields that will exist in GIS feature classes for use by VUEWorks. • Identification of the asset hierarchy that will be replicated in the VUEWorks modules. • Identification of dropdown field data that will be transferred. The functional aspects of the dropdown fields will be established as GIS domains or VUEWorks dropdowns as appropriate. • Identification of preventative maintenance work order activity schedules • Define data structure and templates required in the GIS or VUEWorks modules. DTS has extensive experience in the migration of data from the legacy work order systems into the VUEWorks solution. Migration tasks that could be used for this project include: • Investigate existing work order structure being used by CFW Stormwater. • DTS will prepare a detailed work plan that covers all aspects of the migration with assistance from the City. Sections of the work plan will be created as required to meet the functional requirements of the City.The following aspects of the migration will be covered in the work plan: o Identification of fields that will be migrated from existing CFW Stormwater Work Order system into Sprint 2 configured Work Order forms. o Define data structure and templates required in the VUEWorks Work Order module. o Identification of any special considerations for the migration (ex. numerical data should be migrated to a numerical field even if numerical data is currently stored in a text field). o Identification of any data that will not be transferred (obsolete data or data that has no value to the City). o Document data integrity issues discovered during the process. Data integrity issues consist mostly of misspellings and/or inconsistent terminology.While it may be possible dt s MAKERS o=vuewo1^k5,. City of Fort Worth, TX-Stormwater VUEWorks Scope of Work to address some data integrity issues, DTS will be limited to documenting any issues discovered that may be addressed in the future by the City. The City is responsible for its own data cleansing. o Plan to accommodate final migration of data immediately prior to the Go Live date. • The City will review the work plan with DTS for approval. • Following the approval of the migration work plan, DTS will use the Work Order Import tool to bring the agreed upon historic work orders into the VUEWorks test instance. o DTS will review the imported data with CFW staff, and CFW will be responsible for approving DTS to import into production (scheduled date/time) • Following the approval from CFW of the test instance migration review, DTS and CFW will determine agreed upon date/time to migrate work orders into production instance After this phase,VUEWorks will provide the following deliverables: 1. Project Management Plan and Schedule 2. GIS/Facility Data Plan 3. Legacy Work Order Migration Plan 4. System Administrator Training(1 day remote)for Stormwater administrator(s) Phase 3 — Configuration, Integration, Migration and Training DTS will take a phased approach to configure, integrate and train the following Stormwater Department Business Units: • Customer Service • Field Ops-Vegetation • Field Ops-Concrete • Field Ops-Inlet Cleaning • Field Ops-Channel Maintenance/Restoration • Field Engineering • SW Planning • Flood Plain Management The following tasks will be scheduled and completed as part of this phase: 1. Meet to review business requirements and workflows(Phase 2) 2. GIS/Facility Data Review(Phase 2) 3. Configuration, Integration,and Data Migration 4. Acceptance Testing 5. Formal Acceptance 6. Productive Use Training dt s MAKERS o=vuevvo1^k5-. City of Fort Worth, TX-Stormwater VUEWorks Scope of Work In Phase 2, DTS will meet with the department to review their current business requirements and workflows. This information will be used in Phase 3 to configure the following modules as desired per department: • VUEWorks® Core • VUEWorks® Service Call • VUEWorks®Work Order • VUEWorks® MobileVUE • VUEWorks® Resource Manager • VUEWorks® Condition • Standard and Custom Reporting Configuration will first take place in the City's Test instance of VUEWorks. Each module will be configured based on the workflows identified with the SMEs and will follow an iterative process for each Asset Class and Asset Type. As part of the configuration for each Business Unit within the Department, DTS will configure up to 5 Work Order forms. Part of the training will revolve around configuring additional work order forms. DTS will configure a total of 12 dynamic reports for the Department. As part of the services, DTS will include 90 days of self-paced comprehensive report creation training through the VUEWorks Learning Management System (LMS). Access to the LMS will be created for up to three (3) City staff and include the following report courses:Traditional report building, Dynamic Report building—Basic, and Dynamic Report building—Advanced (focuses on charts,graphs etc). DTS will focus on configuration around the 15 asset types below: identified CFWStormwaterAssets: • Cannels • Dams • Inlets • Infalls • Outfalls • Pipes • Drains • Flumes • FWS—Flood Warning System • Water Quality Device • Pond • Channel Structure • Maintenance Agreement • SW Parcel • Vegetation Maintenance Once configuration is complete, DTS will provide the City with test cases, allowing the City to perform acceptance testing and determine if any configuration changes are required. Upon formal acceptance of the configuration, DTS will hold productive use training for the Department. DTS will provide up to 4 days dis MAKERS o=VuewoI1^ k6 City of Fort Worth, TX-Stormwater VUEWorks Scope of Work of virtual training sessions to select users of the VUEWorks system.Additional training services through VUEniversity(DTS Learning Management System)can be purchased by the Stormwater department after go-Live. Upon completion of training, DTS will work with the City to schedule and promote the configuration to the City's production instance. A go-live date will be agreed upon between the City and DTS, and a DTS implementation resource will be available on that day remotely to assist with issues. After this phase,VUEWorks will provide the following deliverables: 1. Configurations that are specific to each Asset Type contained within this phase 2. Legacy work order migration into VUEWorks production instance 3. Training for Administrators and Users 4. Project Closeout Documentation and Transition to Support Professional Service Fees: DTS is pleased to present the following proposal for professional services to satisfy the recommendations in this document in meeting the needs and goals of the City of Fort Worth's Stormwater Department. DTS believes this proposal is prudent and equitable in providing CFW with a Performance-based Asset Management System to meet the desired operational needs. The overall proposed fees to satisfy the service recommendations of this document are: DTS/VUEWorks Fee Cost 1 VUEWorks Implementation Services $132,410 Total First Year Costs $132,410 DTS estimates that the proposed services would be complete within 7 months of receiving a Notice to Proceed. This quote is valid until December 31", 2020. Terms & Conditions Invoicing&Payment Terms It is our normal practice to invoice monthly for all software and services as they are delivered or incurred on the project. Payment terms are Net 30 from date of invoice. Additional Service Fees In the event it becomes apparent to Data Transfer Solutions, LLC, that estimated fees in this recommendation will be exceeded due to unforeseen issues or complications or due to any changes in the scope of the project requiring a change in the Scope of Services, DTS will notify the client of the additional need and require authorization to proceed. 0 d is MAKERS o=VuewoI1^ k5-.