HomeMy WebLinkAboutContract 54912-AP1 SECOND SCOPE APPENDIX to
Engagement Letter dated:November 17,2020
Between The City of Fort Worth,Texas and
Baker Tilly US,LLP(Fort Worth City Secretary Contract No.54912)
RE: City of Fort Worth,Texas Council and Staff Planning Retreats CSC No. 54912-AP 1
DATE: December 28, 2020
This Scope Appendix is attached by reference to the above-named engagement letter(the"Engagement
Letter")between The City of Fort Worth, Texas(the"Client")and Baker Tilly US, LLP ("BT")and relates to
services to be provided by BT to the Client.
Objectives
The objectives of the City Council and senior management planning retreats include:
— Engagement of the leadership team in open and honest communication around selected key topics
essential to the future of the community and the municipal organization.
— Supporting the efforts of the City's elected policy leaders to focus on the strategic priorities of the city
and provide concrete direction to the city staff regarding the action steps needed to address those
priorities.
— Building a more cohesive management team through shared understanding and commitment to the
Council priorities and the operational objectives required to fulfill them.
Scope of Services
The tasks included in the planning effort will include the following:
— Project Planning and Preparation
• Confer with the City Manager and other key members of the city staff to develop topics for
inclusion in the planning workshops.
• Collect and review pertinent internal background documents, issue papers, studies, etc. to
assist in the development of a workshop plan and agenda.
• Based on your input and the review of background materials, develop a proposed workshop
plan and agenda for review and approval.
• Develop required staff workshop activities, exercises, and materials.
— City Council Retreat
• Schedule and conduct one-on-one interviews with the Mayor and available members of the City
Council to understand their specific policy priorities and concerns.
• Work closely with the City Manager's Office and appropriate departmental staff to design and
plan a one-day off-site planning session for the City Council and executive staff.
• Develop and review a suggested City Council planning session agenda and activities with the
City Manager,Assistant City Managers, the Planning and Data Analytics Director, and
appropriate others. Revise as necessary.
• Develop required City Council workshop activities, exercises, and materials.
• Lead a series of activities and discussions with the Council to link the staff-developed themes
to their policy priorities and to close any gaps that may exist.
• Prepare a written summary of the City Council workshop results and develop recommendations
for further follow-up as needed.
— Senior Leadership Team Retreat
• Facilitate a %2 to one-day planning workshop with the City's senior management team, including
the City Manager's Office, Department Directors,Assistant Directors and selected others.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
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SECOND SCOPE APPENDIX to
Engagement Letter dated: November 17,2020
Between The City of Fort Worth,Texas and
Baker Tilly US,LLP(Fort Worth City Secretary Contract No. 54912)
• Work with assigned city staff to prepare workshop activities, including but not limited to small
group visioning and issue identification sessions, large group sharing and dialog and
documentation, and definition of a set of consensus action items for completion.
• Prepare and deliver a written report summarizing the management staff workshop results.
Deliverables
BT will provide high-level written reports summarizing the conclusions reached and decisions resulting
from both the City Council and senior leadership team retreat workshops. The reports will be in the form
of a narrative and bulleted list summary and will include compilations and graphical depictions, where
appropriate, of the respective groups'findings and conclusions. BT will deliver one reproducible and one
electronic copy in PDF format of the final session summary report for each workshop session.
Client Responsibilities
The services, fees and delivery schedule for this assignment are based upon the following assumptions,
representations, or information supplied by the Client:
— The Client will assign a staff member as the main point of contact for the planning and coordination of
the two workshop sessions. This individual will be responsible for the assembly of any requested
documents and other background material, coordination of all workshop logistics, scheduling of any
meetings or conference calls necessary, and providing general logistical support of the process.
— The Client will work with BT to make such technical arrangements for presentation projection/
display, session recording, etc. that may be required. The workshop rooms will include required
facilities and equipment including, at a minimum, a projector, power availability, and projection
screen.
— The Client will provide and pay directly for required meeting rooms, room setups, food and beverage,
and other facilities and services required to support the workshops.
— The Client will be responsible for the reproduction and distribution of the BT-delivered final session
summary report documents as needed.
Term
This Scope Appendix shall begin on the date signed by the Client below("Effective Date")and shall
expire on that date the following year("Expiration Date"), unless terminated earlier in accordance with this
Scope Appendix("Initial Term"). Client shall have the option, in its sole discretion, to renew this Scope
Appendix under the same terms and conditions, for up to four(4)one-year renewal options.
Compensation and Invoicing
Annual Planning Retreat with City Council and Executive Staff-The Client shall pay BT the fixed
professional services fee of$16,000 in accordance with the provisions of this Agreement. In addition to
the fixed fee for professional services, BT will bill the Client for the actual cost of direct out of pocket
expenses for such usual and customary items as mileage, per diem, postage and delivery charges,
workshop supplies and technology support not to exceed $1,500.00 total for this workshop session. The
total compensation for this professional service shall not exceed $17,500.00, inclusive of the professional
services fee and expenses.
BT shall not perform any additional services for the Client not specified by this Agreement unless the
Client requests and approves in writing the additional costs for such services. The Client shall not be
liable for any additional expenses of BT not specified by this Agreement unless the Client first approves
such expenses in writing. The Client agrees to pay all invoices of BT within thirty(30)days of receipt of
such invoice.
Annual Planning Retreat with the Senior Leadership Team (includes city manager, assistant city
managers, department directors and assistant directors)-The Client shall pay BT the fixed
professional services fee of$8,000 in accordance with the provisions of this Agreement. In addition to the
fixed fee for professional services, BT will bill the Client for the actual cost of direct out of pocket
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SECOND SCOPE APPENDIX to
Engagement Letter dated: November 17,2020
Between The City of Fort Worth,Texas and
Baker Tilly US,LLP(Fort Worth City Secretary Contract No. 54912)
expenses for such usual and customary items as mileage, per diem, postage and delivery charges,
workshop supplies and technology support not to exceed $1,500.00 total for this workshop session. The
total compensation for this professional service shall not exceed $9,500.00, inclusive of the professional
services fee and expenses.
BT shall not perform any additional services for the Client not specified by this Agreement unless the
Client requests and approves in writing the additional costs for such services. The Client shall not be
liable for any additional expenses of BT not specified by this Agreement unless the Client first approves
such expenses in writing. The Client agrees to pay all invoices of BT within thirty(30)days of receipt of
such invoice.
If additional work is requested and authorized by the Client that is outside of the scope of services or
required due to situations discussed herein, the Client will be notified and will be invoiced at our current
standard hourly rates, shown below.
Hourly Rate
Partner/Principal/Firm Director/ $320
Managing Director
Director/Senior Manager $270
Manager $225
Senior Consultant $195
Staff Consultant $165
Associate $80
Other Matters
In the event Baker Tilly is requested by the Client; or required by government regulation, subpoena, or
other legal process instituted by or against Client to produce our engagement working papers or its
personnel as witnesses with respect to its Services rendered for the Client, so long as Baker Tilly is not a
party to the proceeding in which the information is sought, Client will reimburse Baker Tilly for its
professional time and expenses, as well as the fees and legal expenses incurred in responding to such a
request, provided however, in no event shall the total amount of such reimbursement exceed $5,000.
Baker Tilly acknowledges that in accordance with Chapter 2270 of the Texas Government Code, Client is
prohibited from entering into a contract with a company for goods or services unless the contract contains
a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel
during the term of the contract. The terms"boycott Israel'and"company'shall have the meanings ascribed
to those terms in Section 808.001 of the Texas Government Code. By executing this instrument, Baker
Tilly certifies that the signature of its representative provides written verification to the Client that
Baker Tilly and any wholly owned subsidiary, majority-owned subsidiary, parent company, or
affiliate of the Baker Tilly(1) do not boycott Israel;and(2) will not boycott Israel during the term of
the Agreement, as amended and extended.
Baker Tilly agrees that the Client shall, until the expiration of three (3)years after final payment under this
Scope Appendix, or the final conclusion of any audit commenced during the said three years, have access
to and the right to examine at reasonable times any directly pertinent books, documents, papers and
records of Baker Tilly involving transactions relating to invoices, charges, and/or billings issued under this
Scope Appendix at no additional cost to the Client. Baker Tilly agrees that the Client shall have access
during normal working hours to all necessary Baker Tilly facilities and shall be provided adequate and
appropriate work space in order to conduct audits in compliance with the provisions of this section(or virtual
examination accommodations may be made available upon mutual written agreement of the parties should
COVID-19 or similar sickness or disease, or government mandate preclude in-person examinations). The
Client shall give Baker Tilly reasonable advance notice of intended audits.
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C6 bakertilly
SECOND SCOPE APPENDIX to
Engagement Letter dated:November 17,2020
Between The City of Fort Worth,Texas and
Baker Tilly US,LLP(Fort Worth City Secretary Contract No.54912)
Conflicts of Interest
Attachment A to the Engagement Letter contains important disclosure information that is applicable to this
Scope Appendix. We are unaware of any additional conflicts of interest related to this Scope Appendix
that exist at this time.
Termination
This Scope Appendix will terminate according to the terms of the Engagement Letter.
If this Scope Appendix is acceptable, please sign below and return one copy to us for our files. We look
forward to working with you on this project.
Sincerely,
L'k 1
David Eiseniohr
Managing Director
T: +1 (214)577 6525
E: david.eisenlohr(d-)bakertillv.com
Signature Section:
The services and terms as set forth in this Scope Appendix are agreed to on behalf of the Client by:
FO--
Name: Fernando Costa(Dec 28,202016:34 CST)
Title: Assistant City Manager
Date: 12/28/2020
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.
By: Mark Mcti ;16:P CST)
Name: Mark McAvoy
Title: Director—Planning and Data Analytics �b44�nn�
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APPROVED AS TO FORM AND LEGALITY:
OFFICIAL RECORD
By: /'4 CITY SECRETARY
Assistant City Attorney FT.WORTH, TX
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