HomeMy WebLinkAboutContract 46814-A2R2 CSC No. 46814-A2R2
CITY OF FORT WORTH
CONTRACT RENEWAL NOTICE
June 21, 2021
Total Resource Management, Inc.
5695 King Centre Drive, Suite 200
Alexandria, VA 22315
Attn: Jagadisan Shivakumar, President
Re: Contract Renewal Notice
City Secretary Contract Number 46814-A2 (the"Contract")
Renewal Term No. 2 for 46814-A2: July 1, 2021 to June 30, 2022
The above referenced Contract with the City of Fort Worth will expire on June 30, 2021.
Pursuant to the Contract, contract renewals are at the sole option of the City. This letter is to
inform you that the City is exercising its right to renew the Contract for an additional one (1)
year period, which will begin on July 1, 2021. All other terms and conditions of the Contract
remain unchanged. Please sign this acknowledgement letter and submit a copy of your
current insurance certificate to me at the following email address:
Charmaine.baylor(iufortworthtexas.2ov. Failure to provide a signed acknowledgment does
not affect the renewal.
Please log onto PeopleSoft Purchasing at http://fortworthtexas.gov/purchasing to ensure
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,
6&ywwl y &qy L
Charmaine Baylor(Jul 7,202 3:27CDT)
Charmaine Baylor
Sr. IT Business Planner
Water Department
Direct Line: (817) 392-6629
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal
CSC:
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 ensuring all
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By: oa11g11j u„S,zo 9,04CoT performance and reporting requirements.
Name: Dana Burghdoff
Title: Assistant City Manager
By: Richard Lisenbee(Jul 7,202117:05 CDT)
Name: Richard Lisenbee
APPROVAL RECOMMENDED: Title: Senior IT Manager
APPROVED AS TO FORM AND LEGALITY:
By: Kar (J1114,202115:23 CDT)
Name: Chris Harder
Title: Director,Water Department By: �"
Name: Taylor Paris
ATTEST: Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
By: '44 1# Cce Se=L ey Date A roved:JUl 15,2021
Name: Mary Kayser
Title: City Secretary 00
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Total Resource Management, Inc. °°°°°°°°°°° *a
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By:
Name: Jagadisan Shivakumar
Title: President
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Contract Renewal
CSC:
TRM QUOTE AMOUNTS
Services Provided Part No./ Unit
Labor Cat. QTY Price Amount
Geo Nexus Geo Sync Software Year 3: July 1, none $75,845.45
2021 to June 30,2022
Geo Nexus Geo Office Software Year 2: July 1, none $30,083.02
2021 to June 30,2022
Total During Base Periods(12 months): $105,928.47
Services Provided
QTY Amount Total
Maximo Hosting Services:July 1,2021 thru June 30,2022 12 $11,495.45 $137,945.39
Backup storage overage fee: 12 $176.04 $2,112.48
660GB per month(baseline)
2,127GB per month(actual)
Total During Base Periods(12 months): $11,671.49 $140,057.87
Monthly Invoice $11,671.49
Amount
Contract Renewal
6/21/2021 M&C Review
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FORTWORTII
COUNCIL ACTION: Approved on 5/15/2018 -Ordinance No. 23214-05-2018 & Resolution No.
4934-05-2018
DATE: 5/15/2018 REFERENCE NO.: **C-28683 LOG NAME: 60MAXIMO AMEND 1
CODE: C TYPE: CONSENT PUBLIC HEARING: NO
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).
Amendment No. 1 to the Brio Services, LLC and Total Resource Management, Inc. agreements will provide
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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 PeopleSoft 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.
M/WBE OFFICE - A waiver of the goals for MBE/SBE subcontracting requirements was requested by the
Water Department and approved by the M/WBE 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
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
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6/21/2021 M&C Review
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 Total*
Appropriations JAppropriations
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
Project $2,840,987.00 F$2,002,340.00 $4,843,327.00
Total
*Numbers rounded for presentation purposes.
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID 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 AMEND1- REIMB RESOLUTION.docx
Brio Certified Form 1295.pdf
apps.cfwnet.org/council packet/mc_review.asp?ID=25868&councildate=5/15/2018 3/3
Signature: W4&40fi$4:16W Signature: 14M! ue,
William Bailey(Ju17,20211 :09 CDT) Maenica Berry(4bl12,202107:41 CDT)
Email: william.bailey@fortworthtexas.gov Email: Maenica.Berry@fortworthtexas.gov
Signature: Tdn&f B. Me, Signature:
'anet B.Hale(Jul 13,202116:51 CDT) Kar (Jul 13,202116:53 CDT)
Email: janet.hale@fortworthtexas.gov Email: Kara.Shuror@fortworthtexas.gov
Signature: Signature:
Email: allison.tidwell@fortworthtexas.gov Email: Vania.Soto@fortworthtexas.gov
Signature:
Email: charmaine.baylor@fortworthtexas.gov