HomeMy WebLinkAboutContract 42692CITY SECRETARY
CONTRACT NO. kof
PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT ( "Agreement ") is made and entered into
by and between the CITY OF FORT WORTH (the "City "), a home -rule municipal corporation of the
State of Texas, acting by and through its duly authorized Assistant City Manager, and The Azimuth
Group, Inc. ( "Consultant "), a Texas corporation and acting by and through its duly authorized
President.
CONTRACT DOCUMENTS:
The Contract Documents shall include the following:
1. The Professional Services Agreement plus any attachments hereto which shall include:
a) Exhibit A - Scope of Work
b) Exhibit B - Payment Schedule
c) Exhibit C - Task Listing and Major Milestones
d) Exhibit D - Milestone Acceptance Document
e) Exhibit E- Milestone Glossary
f) Exhibit F — Municipal Court Services — Business Processes
g) Exhibit G — CourtView System Modules Used by Municipal Court
h) Exhibit H— Organizational Structure
i) Exhibit I - Nondisclosure Agreement
j) Exhibit J - Network Access Agreement
2. City of Fort Worth Request for Proposal (RFP) # 11 -0204, which is hereby incorporated by reference
and made a part of this Agreement for all purposes herein.
3. The Response to RFP # 11 -0204 submitted by The Azimuth Group, Inc. ( "the "Response "), which is
hereby incorporated by reference and made a part of this Agreement for all purposes herein.
In the event of conflict among the documents, the order of precedence shall be 1) this Agreement plus any
attachments; 2) RFP # 11 -0204; and 3) the Response.
1. SCOPE OF SERVICES.
Consultant hereby agrees to provide the City with professional consulting services related to
the analysis of municipal court business processes, development of business and technical specifications
and requirements, and facilitation of the selection of a vendor and an integrated Court Management
System (CMS) that (i) provides all of the following functionality for court records: case, docket, and
document management; financial tracking and accounting; and jury and witness coordination and (ii)
integrates with existing information management systems utilized by the following supporting
departments - Police, Fire, Code Compliance, and Transportation and Public Works (TPW). In
particular, Consultant will perform all duties outlined and described in the Scope of Work, which is
attached hereto as Exhibit "A" and incorporated herein for all purposes as though it were set forth at
length. The actions and objectives contained in Exhibit "A" are referred to herein as the "Services."
2. TERM.
This Agreement shall commence upon the last date that both the City and the Contractor have
executed this Agreement ( "Effective Date ") and shall continue in full force and effect until May 31, 2012,
unless terminated earlier in accordance with the provisions of this Agreement. If all services have not
OFFICIAL RECORD
CITY SECRETARY
i -� 5- �;; : �� ��� FT. WORTH, TX
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been completed by May 31, 2012, the parties may extend the term of this Agreement for up to two
additional one -year periods by mutual written agreement.
3. COMPENSATION.
As full and complete compensation for all Services described above, the City shall pay
Consultant an amount not to exceed One Hundred Thirty-Four Thousand Seven Hundred and Fifty
Dollars ($134,750.00) in accordance with the provisions of this Agreement and the deliverable based
Payment Schedule attached as Exhibit `B," which is incorporated for all purposes herein.
Consultant shall not perform any additional services for the City not specified by 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 the City first approves such expenses in writing.
4. TERMINATION.
4.1. Written Notice.
The City or Consultant may terminate this Agreement at any time with or without cause
by providing the other party with 30 days written notice of termination.
4.2 Non - appropriation of Funds.
In the event no funds or insufficient funds are appropriated by the City in any fiscal
period for any payments due hereunder or for the City to otherwise meet its obligations
hereunder, City will notify Consultant of such occurrence and this Agreement shall terminate on
the last day of the fiscal period for which appropriations were received without penalty or
expense to the City of any kind whatsoever, except as to the portions of the payments herein
agreed upon for which funds shall have been appropriated.
4.3 Duties and Obligations of the Parties Following Termination.
In the event that this Agreement is terminated prior to the Expiration Date, the City
shall pay Consultant for services actually rendered up to the effective date of termination and
Consultant shall continue to provide the City with services requested by the City and in
accordance with this Agreement up to the effective date of termination.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
Consultant hereby warrants to the City that Consultant has made full disclosure in writing of
any existing or potential conflicts of interest related to Consultant's services under this Agreement. In
the event that any conflicts of interest arise after the Effective Date of this Agreement, Consultant
hereby agrees immediately to make full disclosure to the City in writing. Consultant, for itself and its
officers, agents and employees, further agrees that it shall treat all information provided to it by the City
( "City Information ") as confidential and shall not disclose any such information to a third party without
the prior written approval of the City. Consultant shall store and maintain City Information in a secure
manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Consultant shall notify the City immediately if the security or integrity of any
City Information has been compromised or is believed to have been compromised.
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City of Fort Worth - CMS Requirements Development
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City understands and agrees that it may have access to confidential or proprietary information, processes
or documentation owned or controlled by Consultant. Consultant understands and acknowledges that the
City is a public entity under the laws of the State of Texas, and as such, the following information is
subject to disclosure under Chapter 552 of the Texas Government Code, the Texas Public Information Act
(the "Act ") - 1) all documents and data held by the City, including information obtained from the
Consultant and 2) information held by the Consultant for or on behalf of City that relates to the
transaction of City's business and to which City has a right of access. If the City receives a request for
any documents that may reveal any of Consultant's proprietary information under the Act, or by any other
legal process, law, rule, or judicial order by a court of competent jurisdiction, the City will utilize its best
efforts to notify Consultant prior to disclosure of such documents. The City shall not be liable or
responsible in any way for the disclosure of information not clearly marked as "Proprietary / Confidential
Information" or if disclosure is required by the Act or any other applicable law or court order. In the
event there is a request for such information, it will be the responsibility of Consultant to submit reasons
objecting to disclosure. A determination on whether such reasons are sufficient will not be decided by the
City, but by the Office of the Attorney General of the State of Texas, or by a court of competent
jurisdiction.
Notwithstanding anything in this Agreement to the contrary, neither party shall have an obligation of
confidentiality with respect to information that (i) is or becomes part of the public domain through no act
or omission of that party; (ii) was in the party's lawful possession prior to the disclosure and had not been
obtained by the disclosing party either directly or indirectly from the other party; (iii) is lawfully disclosed
to the party by a third party without restriction on disclosure; (iv) is independently developed by the
disclosing party without use of or reference to the other party's confidential information; or (v) is required
to be disclosed by law or judicial, arbitral or governmental order or process, provided the disclosing party
gives the other party prompt written notice of such requirement to permit that party to seek a protective
order or other appropriate relief.
6. RIGHT TO AUDIT.
Consultant agrees that the City shall, until the expiration of three (3) years after final payment
under this Agreement, have access to and the right to examine at reasonable times and at no additional
cost to the City any directly pertinent books, documents, papers, and records of the Consultant involving
transactions relating to this Agreement. Consultant agrees that the City shall have access during normal
working hours to all necessary Consultant facilities and shall be provided adequate and appropriate
work space in order to conduct audits in compliance with the provisions of this section. The City shall
give Consultant reasonable advance notice of intended audits.
Consultant further agrees to include in all its subcontractor agreements hereunder a provision to
the effect that the subcontractor agrees that the City shall, until expiration of three (3) years after final
payment of the subcontract, have access to and the right to examine at reasonable times any directly
pertinent books, documents, papers and records of such subcontractor involving transactions related to the
subcontract, and further that City shall have access during normal working hours to all subcontractor
facilities and shall be provided adequate and appropriate work space in order to conduct audits in
compliance with the provisions of this paragraph. City shall give subcontractor reasonable notice of
intended audits.
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City of Fort Worth - CNIS Requirements Development
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7. INDEPENDENT CONTRACTOR.
It is expressly understood and agreed that Consultant shall operate as an independent contractor
as to all rights and privileges granted herein, and not as agent, representative or employee of the City.
Subject to and in accordance with the conditions and provisions of this Agreement, Consultant shall
have the exclusive right to control the details of its operations and activities and be solely responsible
for the acts and omissions of its officers, agents, servants, employees, contractors and subcontractors.
Consultant acknowledges that the doctrine of respondent superior shall not apply as between the City,
its officers, agents, servants and employees, and Consultant, its officers, agents, employees, servants,
contractors and subcontractors. Consultant further agrees that nothing herein shall be construed as the
creation of a partnership or joint enterprise between City and Consultant.
8. LIABILITY AND INDEMNIFICATION.
CONSULTANT SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL
PROPERTY LOSS, PROPERTY DAMAGE AND /OR PERSONAL INJURY (INCLUDING DEATH)
TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR
ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S),
MALFEASANCE OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS OFFICERS,
AGENTS, SERVANTS OR EMPLOYEES.
CONSULTANT COVENANTS AND AGREES TO, AND DOES HEREBY, INDEMNIFY,
HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND
EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS FOR EITHER
PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO
CONSULTANT'S BUSINESS AND ANY RESULTING LOST PROFITS) AND /OR PERSONAL
INJURY (INCLUDING DEATH) TO ANY AND ALL PERSONS, OF ANY KIND OR
CHARACTER, WHETHER REAL OR ASSERTED, ARISING OUT OF OR IN CONNECTION
WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR
OMISSIONS OR MALFEASANCE OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS
OR EMPLOYEES.
9. RESPONSIBILITY FOR IMPLEMENTATION.
City acknowledges and agrees that the Services provided by Consultant are only advisory in
nature. City further acknowledges and agrees that the City shall be responsible for making
implementation decisions, if any, and determining subsequent courses of action with respect to any
matters addressed in the Services. City agrees to accept responsibility for any and all implementation
decisions and other actions taken to effect the adoption or execution of recommendations identified and
developed through the Services. Absent fraud, malfeasance, professional malpractice, or negligence on
the part of Consultant, its officers, agents, or employees, Consultant shall not be liable for damages
arising from any implementation decision or other action taken to effect the adoption or execution of
Consultant's recommendations.
10. REPRESENTATION AND WARRANTIES.
Consultant represents and warrants that its staff is not under any financial, physical or mental disability at
this time that would hinder the full performance of its obligations under this Agreement. Consultant
further warrants that it shall perform the Services in a good and professional manner. City shall be relying
upon Consultant's competence, impartiality. thoroughness. and professionalism in performance of the
Professional Services ,Agreement - -The Azimith Group. Inc.
City of Fort Worth - CMS Requirements Development
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Services. As a result, Consultant shall be accountable and responsible to City under the foregoing
warranty for the compliance of the Services with such standards. Consultant cannot and does not warrant
the products or services of any third party, except to the extent that said third party is an officer, agent,
employee, or subconsultant of Consultant.
11. ASSIGNMENT AND SUBCONTRACTING.
Consultant shall not assign or subcontract any of its duties, obligations or rights under this Agreement
without the prior written consent of the City. Any attempted assignment of subcontract without the City's
prior written approval shall be void and constitute a breach of this Agreement.
If the City grants consent to an assignment, the Assignee shall execute a written agreement with the City
and the Consultant under which the Assignee agrees to be bound by the duties and obligations of
Consultant under this Agreement. The Consultant and Assignee shall be jointly liable for all obligations
under this Agreement prior to the assignment.
If the City grants consent to a subcontract, the subcontractor shall execute a written agreement with the
Consultant referencing this Agreement under which the subcontractor shall agree to be bound by the
duties and obligations of the Consultant under this Agreement as such duties and obligations may apply.
The Consultant shall provide the City with a fully executed copy of any such subcontract.
12. INSURANCE.
Consultant shall provide the City with certificate(s) of insurance documenting policies of the
following minimum coverage limits that are to be in effect prior to commencement of any work pursuant
to this Agreement:
12.1 Coverage and Limits
(a) Commercial General Liability
$1,000,000 Each Occurrence
$2,000,000 Aggregate
(b) Automobile Liability
$1,000,000 Each accident on a combined single limit basis or
$250,000 Bodily injury per person
$500,000 Bodily injury per occurrence
$100,000 Property damage
Coverage shall be on any vehicle used by the Consultant, its employees, agents,
representatives in the course of the providing services under this Agreement.
"Any vehicle" shall be any vehicle owned, hired and non -owned
(c) Worker's Compensation
Statutory limits
Employer's liability
$100,000 Each accident/occurrence
$100,000 Disease - per each employee
$500,000 Disease - police liinit
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City of Fort Worth - CMS Requirements Development
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This coverage may be written as follows:
Workers' Compensation and Employers' Liability coverage with limits consistent with
statutory benefits outlined in the Texas Workers' Compensation Act (Tex. Labor Code
§ 401.001 et seq.) and minimum policy limits for Employers' Liability of $100,000 each
accident/occurrence, $500,000 bodily injury disease policy limit and $100,000 per
disease per employee
(d) Professional Liability (Errors & Omissions)
$1,000,000 Each Claim Limit
$1,000,000 Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E &O. Either is acceptable if coverage meets all other requirements.
Coverage shall be claims -made, and maintained for the duration of the
Agreement and for two (2) years following completion of services provided. An
annual certificate of insurance shall be submitted to the City to evidence
coverage.
12.2 Certificates.
Certificates of Insurance evidencing that the Consultant has obtained all required
insurance shall be delivered to the City prior to Consultant proceeding with any work
pursuant to this Agreement. All policies except Workers' Compensation shall be
endorsed to name the City as an additional insured thereon, as its interests may appear.
All policies shall contain a Waiver of Subrogation for the benefit of the City of Fort
Worth. The term City shall include its employees, officers, officials, agent, and
volunteers in respect to the contracted services. Any failure on the part of the City to
request required insurance documentation shall not constitute a waiver of the insurance
requirement. A minimum of thirty (30) days notice of cancellation or reduction in limits
of coverage shall be provided to the City. Ten (10) days notice shall be acceptable in the
event of non - payment of premium. Such terms shall be endorsed onto Consultant's
insurance policies. Notice shall be sent to the Risk Manager, City of Fort Worth, 1000
Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at the same
address.
13. COMPLIANCE WITH LAWS, ORDINANCES, RULES AND REGULATIONS.
Consultant agrees to comply with all applicable federal, state and local laws, ordinances, rules
and regulations. If the City notifies Consultant of any violation of such laws, ordinances, rules or
regulations, Consultant shall immediately desist from and correct the violation.
14. NON - DISCRIMINATION COVENANT.
Consultant, for itself, its personal representatives, assigns, subcontractors and successors
in interest, as part of the consideration herein, agrees that in the performance of Consultant's
duties and obligations hereunder, it shall not discriminate in the treatment or employment of any
individual or group of individuals on any basis prohibited by lavti. If any claim arises from an
Professional Services Agreement - -The Azimith Group. Inc.
City of Fort Worth - CMS Requirements Development
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alleged violation of this non - discrimination covenant by Consultant, its personal representatives,
assigns, subcontractors or successors in interest, Consultant agrees to assume such liability and to
indemnify and defend the City and hold the City harmless from such claim.
15. NOTICES.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined
to have been delivered when (1) hand - delivered to the other party, its agents, employees, servants or
representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3)
received by the other party by United States Mail, registered, return receipt requested, addressed as
follows:
To The CITY:
City of Fort Worth
Attn: Dakisha Boone
1000 Throckmorton
Fort Worth TX 76102 -6311
Facsimile: (817) 392 -8654
With Copy to:
Law Department
At Same Address
16. SOLICITATION OF EMPLOYEES.
To CONSULTANT:
The Azimuth Group, Inc.
Attn: David Eisenlohr
6611 Hillcrest, Suite 441
Dallas, Texas 75205
Neither the City nor Consultant shall, during the term of this Agreement and additionally for a
period of one year after its termination, solicit for employment or employ, whether as employee or
independent contractor, any person who is or has been employed by the other during the term of this
Agreement, without the prior written consent of the person's employer.
17. GOVERNMENTAL POWERS.
It is understood and agreed that by execution of this Agreement, the City does not waive or
surrender any of its governmental powers.
18. NO WAIVER.
The failure of the City or Consultant to insist upon the performance of any term or provision of
this Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or
Consultant's respective right to insist upon appropriate performance or to assert any such right on any
future occasion.
19. GOVERNING LAW / VENUE.
This Agreement shall be construed in accordance with the internal laws of the State of Texas. If
any action, whether real or asserted, at law or in equity, is brought on the basis of this Agreement, venue
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
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for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court
for the Northern District of Texas, Fort Worth Division.
20. SEVERABILITY.
If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity,
legality and enforceability of the remaining provisions shall not in any way be affected or impaired.
21. FORCE MAJEURE.
The City and Consultant shall exercise their best efforts to meet their respective duties and
obligations as set forth in this Agreement. However, if either Party is unable, either in whole or part, to
fulfill its obligations under this Agreement due to acts of God; strikes, lockouts, or other industrial
disturbances; acts of public enemies; wars; blockades; insurrections; riots; epidemics; public health
crises; earthquakes; fires; floods; restraints or prohibitions by any court, board, department, commission,
or agency of the United States or of any state; declaration of a state of disaster or of emergency by the
federal, state, county, or City government in accordance with applicable law; issuance of a Level Orange
or Level Red Alert by the United States Department of Homeland Security; any arrests and restraints;
civil disturbances; or explosions; or some other reason beyond the Party's reasonable control
(collectively, "Force Majeure Event "), the obligations so affected by such Force Majeure Event will be
suspended only during the continuance of such event.
22. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agreement are for reference purposes only and shall not be
deemed a part of this Agreement.
23. REVIEW OF COUNSEL.
The parties acknowledge that each party and its counsel have reviewed and revised this
Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved
against the drafting party shall not be employed in the interpretation of this Agreement or exhibits hereto.
23. AMENDMENTS / MODIFICATIONS / EXTENSIONS.
No extension, modification or amendment of this Agreement shall be binding upon a party hereto
unless such extension, modification, or amendment is set forth in a written instrument, which is executed
by an authorized representative and delivered on behalf of such party.
24. ENTIRETY OF AGREEMENT.
This written instrument (including the schedule of exhibits attached hereto and any documents
incorporated herein by reference) constitutes the entire understanding between the City and Consultant,
their assigns and successors in interest, as to the matters contained herein. Any prior or
contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict
with any provision of this Agreement.
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City of Fort Worth - CMS Requirements Development
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25. SIGNATURE AUTHORITY.
The person signing this Agreement hereby warrants that he /she has the legal authority to execute
this Agreement on behalf of the respective party, and that such binding authority has been granted by
proper order, resolution, ordinance or other authorization of the entity. The other party is fully entitled to
rely on this warranty and representation in entering into this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this �p day
of C)Q,c 2 mhQr , 2011.
CITY OF FORT WORTH:
By:
Assistant City Manager
Date: 12. 1S, ff..
Fop
ATTF .
:4 / - Ulm,
City Secretary
APPROVED AS TO FORM AND
LEGALITY:
By:
sststa City Attorney
CONTRACT AUTHORIZATION:
M &C:
Date Approved:
Professional Services Agreement - -The Azimith Group. Inc.
City of Fort Worth - CMS Requirements Development
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THE AZIMUTH GROUP, INC.:
By. )/A
Name: David . Eisenlohr
Title: President
Z
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
EXHIBIT A
SCOPE OF WORK
COURT BUSINESS NEEDS ASSESSMENT AND CMS CONSULTANTS
OVERVIEW OF BUSINESS OBJECTIVES AND GOALS
The ultimate goal of the project is to develop and design specifications and requirements for a court
management system (CMS) for the City that is as efficient, accurate, accessible, and scalable as possible
and that can integrate with existing City systems used by other departments. Key systems that will
require integration to the new CMS include NISI, Collections, TxDOT, Warrant Transmission (Region),
Officer Subpoenas, eCitations (work in progress), DPS convictions (work in progress), the City's Finance
system (currently MARS, anticipated to transition to PeopleSoft), and the City's Procurement system
(BuySpeed).
The Municipal Court's current CMS is CourtView case management system, which was implemented in
2005 and is scheduled for a major system upgrade to CourtView 2.5 series. The existing CMS is
currently stable and operational. The department is committed to continuous improvement in all
Municipal Court services and is therefore pursuing a thorough business needs assessment with focus on
system flexibility, system performance and integration with other City systems.
A system upgrade of the current CourtView system to CourtView 2.5 series is planned prior to any
potential replacement. The upgrade is required in order to maintain current performance and efficiencies
and to secure the latest deployed system options, bug fixes, and software technology. As a precursor to
the upgrade, Municipal Court will migrate from the existing VistaSG VisiFLOW workflow /dataflow system
to the VistaSG netDMS system.
The project scope includes (i) a needs assessment encompassing court business processes,
organizational structure, and technology, (ii) a detailed study of CMS requirements (including potential
process improvements, procedural changes, and ability to integrate with future technology), (iii)
development of product requirements, and (iv) a business case and cost justification report. Actionable
plans are to be developed to address the system, business, and organizational needs identified in the
assessment process. If the study identifies a need to replace the current system, Consultant will assist
City in crafting a Request for Proposals for the procurement of a new Court CMS system and in selecting
a vendor to provide and implement the new system.
GENERAL OBLIGATIONS AND SCOPE OF PROJECT
The Consultant will report to the Assistant City Manager for the Municipal Court Services Department,
who shall serve as the Executive Project Sponsor ( "Executive Project Sponsor) and to the Steering
Committee of the City's CMS Requirements Development project and will be expected to enhance the
effectiveness and success of the project by providing independent, objective and expert guidance,
recommendations, oversight and assistance regarding all aspects of the City's CMS Requirements
Development project including:
• Project Initiation
• Project planning
• Risk management planning
• Project management and control planning
• Kickoff meetings and briefings
• Initial data collection.
• Needs Assessment
• "As -is" process analysis
• Business process and technology gap analysis
• Municipal court organizational assessment
• Needs Assessment Report including specific recommendations for process, policies,
technology and organizational improvements.
• Development of business and technical specifications and requirements
Business functional requirements
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City of Fort Worth - Cti1S Requirements Development
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• Technology requirements
• Integration requirements
• Data conversion requirements
• Training requirements
• Change management requirements
• Implementation services requirements
• Prioritization and weighting of requirements.
Support in Procurement of Software and Implementation Vendor
• RFP development and release
• Vendor conference facilitation
• Vendor proposal evaluation process design
• Fit/gap analysis
• Software demonstration planning and facilitation
• Vendor due diligence, selection and contract negotiation.
Business case development
• Analyze benefits and costs
• Estimate return on investment
• Cost justification report
• Final decision and executive / Council presentation support.
The general scope of the City's CMS Requirements Development initiative encompasses the following
major business functional areas of operation within the Court process:
• Administration.
• Judicial.
• Prosecutors.
• Jury.
• Magistration.
• Case Management.
The general scope of the City's CMS Requirements Development initiative also encompasses supporting
the following external departments, which interact with Municipal Court services:
• Aviation.
• City Attorney's Office (Prosecutor).
• Code Compliance (Public Health functions include inspections and animal control, Environmental
Management functions include waste /trash cart issues).
• Planning and Development Department.
• Fire.
• Police.
• Transportation and Public Works (Parking Administration and Environmental Management).
Key functions that will be addressed shall include but shall not be limited to:
• Case preparation.
• Filing.
• Docket setting.
• Fine collections.
• Financial management.
• Document management.
• Reports.
• Forms generation.
Refer to Exhibit F for the current list of Municipal Court functions and processes
Additional processes not included in the original project scope that may potentially be added through a
mutually agreed upon change order
• Video Arraignment
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
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TIMELINE' The expected timeline for the CMS Requirements Development Project is a start date of
January 2, 2012 with an anticipated completion date of August 31, 2012.
City of Fort Worth
Municipal Court Case Management System
Preliminary Project Plan
AZIMUTH
(; ROU I'
SERVICES
The following table provides detail regarding the responsibilities of both the City and AGI in completing
the required services
t Subject to change based on final project planning in Stage 1 of the project.
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - Ch1S Requirements Development
Page I 1 of 33
Derembr
larsuary
Februry
NYrch
A, I
Me,
!arse
luly
Audsnt
Fuwre
EaKnet d
Completlon Dab
qel- bhla -a ersd MObBhe
PlePare a Preliminary vrejee plan
_.
11/6/1011
9
Ccnductgick -Ofl Meeting wMh the St , Co—tt. and NII Pr leer Team
11/16/1011
S
Identify any needed hanger in the Project Plan
_.. _. __—
12/22/2011
_
11 /11 /1011
Avers ke, rbts to proj— ratters
Prvpary ou[Iln. d-IN -robe [emplanes for review and approval
11 22 11
/ 1p
F f -the Project Plan
i
Complete lnhialDeta COlkclbn
12/30/2011
Stage2 -Probe
Cordun Focus Group Meetings whh Court rtaff and auxiliary dMartmems to document and
and court b�ln� s pro
2/3/2012
plet.td
Complete direct observanbsss of Munklpal Court processes related to roe managem
f M.n .nt.
2/3/2012
Docu meets for enagement business processes and eu nIng Processes In other
depart to the task level
—
—
2/10 /2012
Identify and document business and technology !vacs, contralnts and opportunhk
2/10/2012
Prepare and review heeds Assessment Report
2/24/2012
gM1ges —I.
De,ebp and doe ent businev /fundi -al re,namenta bred on the recommended
Impoveme nts to casa managemem proreaes
3/23/1012
Devebp and documentted,nlcal requirvmaRS Including app,,pnad,s ,.performance,
plaMosm, archft— r nhng and data C1111 —n requirement.
3/23/1011
De,ebp and documant Implementanbn serviced aM project management requirements.
3/23/1012
Facllhane a col4boranNe process of prbrhhardo and weighting of business, technical, and
Implema talon seMCes requirements
3/30/2012
Prepana an Eacekbased r<qulrements char W for dbtrlbutlon whh the RFP
3/30/2012
Identify randdana software arsd 1m 4meManlon service vendors
3/30/2012
Collaborate whh the Chy, Purchasing aM Legal ordanlzatlom to prepare and release a case
wg -m-nt system RFP to the vendor community
3/30/2012
stge 4 - Clehfy'
pr e Demanst ranlon kemrio SuiPta
a /10/1012
Evalune and Score vendor Pro h
5/18/2012
Complete N /Gap A.1l 8
5/15/1011
Conf -short IM of finalbts to kwhe for vendor deco- mtranlons
6/9/3012
Organize and facdhane software demans[ratbrss
6/29/2012
Pre— and review a Software Evalvanlon Summary report
2/6/2012
Slade S - T.naf..
Flnallze the selenbn of the software and Inn plamantati -n servbe provider
2/13/2012
Support contra- rogotlatlorts whh the selected vend.q,)
2/22/1011
Summvrlxe all Proje act NIti -, Fe,dinp, roncl., bet and resuhs in a B Il Case Matysis
Report
8/10/2012
Provide executive level and Chy Council presentatbns and brlefl g as req. -ad
8/31/2012
(Fat raj Provide addhlon Afolim —servbn over the remaining contract term at he Chy's
option andr u
T8D
SERVICES
The following table provides detail regarding the responsibilities of both the City and AGI in completing
the required services
t Subject to change based on final project planning in Stage 1 of the project.
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - Ch1S Requirements Development
Page I 1 of 33
RESPONSIBILITIES MATRIX
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 12 of 33
AGI
city
Prepare and review a preliminary project
Accountable
Contributing
plan.
Conduct kickoff meetings with the
Accountable
Contributing
Steering Committee and other project
stakeholders.
Identify any changes needed in the
Accountable
Contributing
project plan.
Assess key risks to project success
Accountable
Contributing
Prepare deliverable templates and
Accountable
Contributing
deliverable acceptance criteria
Prepare and deliver a final Project Plan
Accountable
Contributing
(including work breakdown structure,
milestones, resources, risk management
and communication plans).
Complete initial data collection.
Accountable
Contributing
Z� "
Conduct interviews and focus groups
Accountable
Contributing
with Court staff and auxiliary
departments.
Complete direct observations of
Accountable
Contributing
Municipal Court processes.
Document current case management
Accountable
Contributing
business processes and supporting
processes in other departments to the
task level.
Identify and document business and
Accountable
Contributing
technology issues, opportunities and
constraints.
Prepare and present a Needs
Accountable
Contributing
Assessment Report.
Develop and document business /
Accountable
Contributing
functional requirements based on the
recommended improvements to case
management processes.
Develop and document technical
Accountable
Contributing
requirements, including appropriate
requirements for system performance,
platform, architecture, reporting,
interfaces, and data conversion.
Develop and document requirements for
Accountable
Contributing
implementation services and project
management.
Facilitate a collaborative process of
Accountable
Contributing
prioritization and weighting of
requirements related to business,
technical and implementation services.
Prepare an Excel -based requirements
Accountable Contributing
`checklist for distribution with the RFP.
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 12 of 33
r. ssks .
AGI
City
Identify potential software and
Accountable
Contributing
implementation service providers.
Collaborate with the City's purchasing
Accountable
Contributing
and legal organizations to prepare and
release a CMS RFP to the vendor
community.
Develop vendor evaluation plan
Accountable
Contributing
Evaluate and score vendor proposals.
Accountable
Contributing
Complete fit/gap analysis.
Accountable
Contributing
Confirm short list of finalists to invite for
Accountable
Contributing
demonstrations.
Prepare demonstration scenario scripts.
Accountable
Contributing
Organize and facilitate software
Accountable
Contributing
demonstrations.
Prepare and review a Software
Accountable
Contributing
Evaluation Summa Re ort
Finalize the selection of the software and
Accountable
Contributing
implementation services provider.
Contract development and contract
Contributing
Accountable
negotiations with the selected vendor(s).
Summarize all project activities, findings,
Accountable
Contributing
conclusions and results in a Business
Case Analysis Report (Cost Justification
Report, including ROI
Provide executive level and City Council
Accountable
Contributing
presentations and briefings as
requested.
The City shall provide the following resources for participation in the various aspects of project activity.
Steering Committee - The primary purpose of the Steering Committee is to provide overall guidance and
direction for project goals, problems and sensitive political issues. The team shall consist of the Court
Director, Chief Judge, Chief Prosecutor and City Attorney, or representatives of these individuals.
Project Team — the Project Team is the core administrative activity group and works closely with the City
Project Manager and Consultant representatives in providing assistance in all project planning activities,
business and system assessments, analysis and requirements, and issues and risk assessments, acting
as the business voice and advocate for their respective business areas, interfacing with end users and
management. The team shall consist of the Court Director, Court Assistant Directors, Chief Judge (or a
designee), Chief Prosecutor (or a designee), City Attorney (or designee), Court IT Staff and IT Solutions
Technical Staff, as needed.
Focus Group Participants — The Focus Group participants represent the subject matter experts of
Municipal Court operations and shall provide feedback relative to their functional areas of expertise
regarding system processes, procedures, requirements, process improvements, issues and risks, etc.
They are key to assessing the needs of their functional area(s). This team shall consist of
representatives from the major business function departments and divisions (Municipal Court,
Prosecutors and IT Solutions) and a limited number of subject matter experts from the user departments
(i.e. Police, Code Compliance, Records Management, Finance, Law). The Municipal Court team shall
consist of representatives from the Court Clerk Division, Judges, Marshals and Admin staff.
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CVIS Requirements Development
Page 13 of 33
The Consultant shall provide independent project oversight, quality assurance, insight and advice, and
general project management support for the business process analysis, requirements gathering,
implementation vendor selection, and software selection activities of the project.
Project Initiation and Plan - Consultant's representatives shall initially meet with the City in Fort Worth to
determine the project scope and develop a comprehensive Project Plan, and schedule initial meetings
and workshops. The Consultant and the Steering Committee shall establish and execute the Kick -off
meeting, organizational change management program and culture education plans. The Consultant, with
the support of the City of Fort Worth Project Manager, will document project processes, procedures,
infrastructural conditions and dependencies, reporting systems and an outline of the needs assessment
report for Municipal Court and impacted external departments. The Project Team and the Focus Group
members will serve as the subject matter experts for the various project activities. The Executive Project
Sponsor and the Consultant shall designate the staff with authority to approve processes and procedures,
specifications, reports, forms, documentation, and action items.
Requirements - Consultant shall develop the requirements through group "requirement building"
meetings. The purpose of the meetings shall be to develop requirements for the functional areas
described above under General Obligations and the Scope of Project. Consultant's staff will serve as the
group leader /facilitator, specifying best practices in comparable organizations, assessing capabilities of
current software, documenting the resulting requirements, and identifying (i) opportunities for process
improvement, (ii) potential impact on City polices and procedures, and (iii) potential revisions to the City's
change management process to ready the organization for change management. Consultant will use a
three - tiered meeting approach for developing and finalizing the system requirements:
1. Baseline system requirements based on the best practices typically found in municipal courts will
be developed through the application of published industry standards and the conduct of a series
of meetings/ focus groups organized by functional area, both within the court and with other city
departments impacting court operations.
2. Once the Consultant issues draft system requirements for each functional area gathered from the
interviews and focus groups, the interview and focus group participants will review the draft
requirements and convene to make any final changes as required and to finalize the draft
requirements for final end user community validation.
3. As the last step in the requirements - development process, the revised draft requirements will be
presented to the Steering Committee, who will be asked to validate the requirements and to
participate in a collaborative process to prioritize and weight the final requirements for inclusion in
an RFP.
Business Case — The Consultant will prepare a Business Case for the proposed CMS solution with cost
justification and recommendations for improvement that are specific, measurable and actionable. The
report shall contain, but shall not be limited to the following:
• Executive Summary.
• Project Background and Objectives.
• Key Assumptions.
• Cost Justification Analysis Scope and Approach.
• Cost Justification Findings (will include ROI analysis).
• Recommendations (will include SMART performance indicators).
Procurement Support — The Project Team and the Consultant will utilize the Product Requirements,
RFP and evaluation criteria to accomplish:
• RFP preparation, including detailed minimum technical requirements and recommended
additional functionality
• Development of a proposal - evaluation plan that takes into account (i) the extent to which a
proposal meets the requirements and specifications included in the RFP. (ii) the hardware sizing,
Professional Services Agreement - -The Azimith Group. Inc.
City of Fort Worth - Ch1S Requirements Development
Page 14 of 33
capacity planning, and hosting requirements of the proposed system, and (iii) the type and
amount of user - training included
• Contract development and Contract Negotiations for fixed price software and deliverable -based
implementation services
Issue Resolution - The Executive Project Sponsor and Consultant representatives shall mutually work
towards the timely resolution of issues. Any change of scope for this project must be mutually agreed
upon by the Consultant representatives and Executive Project Sponsor through a mutually agreed upon
and executed change order. The Executive Project Sponsor and /or the City of Fort Worth reserve the
right to dismiss any contracted worker or AGI employee for any reason during the length of this
engagement. Any invoices submitted for payment must be presented to and signed by the City of Fort
Worth Executive Project Sponsor.
TASKS, DELIVERABLES, AND MILESTONES
The CMS Requirements Development project is based upon an anticipated set of tasks that are expected
to achieve the desired project deliverables and meet certain targets and milestones for the project. Each
deliverable must be accepted by the City in the form of Exhibit D prior to payment being made. Exhibit
B, "Payment Schedule" ties the completion of key deliverables and achievement of certain milestones to
payment events per the terms of this Agreement. Exhibit C, Task Listing and Major Milestones,
documents the currently anticipated task -level activities and estimated start and end dates needed to
achieve project goals. Exhibit E provides a Glossary defining the Milestone components. Exhibit F,
Municipal Court Services Business Processes, lists the currently defined business processes and
associated functions. Exhibit G, CourtView System Modules, lists the CourtView modules that are
currently utilized by Municipal Court. Exhibit H, Organizational Structure, provides an overview of the
Municipal Court organization. Following execution of this Agreement and development of the project
plan, AGI and the City will revise the exhibits as needed to reflect the revised project scope and timeline.
Beyond the specific deliverables listed in Exhibit B, the following documents are expected to be
incorporated into the consultant plan to achieve project success:
• Finalized Project Plan
• Risk Management Plan
• Communication Plan
• Regular Status Reports
• Issue / Risk tracking log
• CMS Needs Assessment Report
• Project Requirements Document and Requirements Matrix
• Vendor Analysis Report
• Cost Justification Report
ASSUMPTIONS
• AGI will develop one (1) Request for Proposal (RFP) for the combined procurement of software and
implementation services for this project.
• The City will assign an executive -level point of contact to provide overall executive guidance and
direction to the AGI team.
• The City will provide a collection of requested background data, documents and material.
• The City will provide participation in meetings and interviews as reasonably required for project
completion.
• The City will provide timely reviews and feedback on all deliverables submitted for review and
comment.
• The Services, fees and delivery schedule for this engagement are based upon the following
assumptions, representations, or information supplied by Client ("Assumptions"):
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 15 of 33
• The Consultant is entitled to rely on the information and direction provided by the assigned
client executive.
• Adherence to project timelines and estimated fees is dependent upon the availability of City
personnel and external stakeholder participation.
• The City will provide appropriate office space, connectivity, telephone and related "de
minimus" administrative support to Consultant's team members while on site.
• The City will provide access to relevant information that will assist in the completion of the
consulting engagement, subject to the Consultant's obligation to safeguard the confidentiality
of such data.
• The City will make key personnel and process owners available for interviews and /or focus
groups.
• The City will coordinate and assist in the identification of stakeholder groups and participants
outside of the Municipal Court Services Department for focus group sessions.
• The City will assist the Consultant in keeping the project within the scope as defined by this
Agreement and the Project Plan to ensure timely and on- budget completion of the
engagement.
• The City shall be responsible for any implementation decisions and for any future action with
respect to recommendations and other matters addressed in the deliverables.
• Consultant will track issues, action items and "parking lot" items.
• When needed, on site office space will be provided for Consultant representatives at the project
headquarters. The City will provide the following for AGI staff while on site:
o A cubicle /office with Internet access, subject to the terms of the City's network access
agreement;
• Access to a copier;
• Meeting rooms when available;
• Server access for storing project documentation; and
• Projector for facilitated meetings.
• Multiple copies of reports will be prepared at the City's expense.
• Office and meeting room space will be reasonably available on -site for project - related meetings and
other project - related purposes.
• Little, if any, administrative support will be required, but in those instances when it is required, it will
be provided by the City.
ACTIVITIES AND CRITICAL SUCCESS FACTORS
Effective sponsorship and oversight is critical to the success of the project. The Consultant will
work with the Project Team to establish an overall Project Plan that will govern all aspects of the project.
All planning assumptions must support the larger strategic business direction of the City. It is essential
that the Consultant confirm the Municipal Court's business priorities by reviewing existing business plans,
interviewing key senior staff and coming to consensus with the Project Team over the project's
assumptions. Additionally, other City documents, including the City's Strategic Plan, budget, past
consultant studies and systems documents, should be reviewed to gain insight into the key issues facing
the Municipal Court and the departments it supports. All reviewed documents will be housed in a
document archive, either hosted by the City or the Consultant.
Conduct planning meetings as necessary with the Project Team. It is with this group that the top
management support, kick -off plan, communication and Preliminary Change Management Plan will be
established to provide a framework to evaluate the Court's work environment and culture for acceptance
to change and make appropriate recommendations.
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 16 of 33
Provide project plan documents including the detailed project plan, communication plan, potential risks,
escalation procedures and resource requirements. The detailed project plan will list tasks, schedules,
durations, estimated hours, key milestones, and related dependencies.
Perform extensive requirements gathering sessions to establish functional requirements, technical
requirements, interfacing systems requirements, data conversion requirements and implementation
services requirements, all of which are to be compiled for inclusion in RFP.
Monitoring and evaluation of Consultant performance will be accomplished through the tracking of
milestones and targets, performance tied to compensation, and analysis of user feedback.
Collect and analyze relevant data and upon completion of the project, supply the collected data to
Municipal Court and IT Solutions departments.
Communicate progress and findings to the Project Team via email, minutes and briefings on a bi-
weekly basis throughout the duration of the project. Assist with the preparation of briefing materials and
presentation of such to the City Manager staff, Ad Hoc Municipal Court Advisory Committee, City Council
and Employee Meetings as requested.
The CMS Requirements Development Steering Committee will perform Consultant Evaluations surveys
on a bi- monthly or as- needed basis to assess the progress of the project, Consultant deliverables and
overall satisfaction level with the Consultant.
AGI will provide ongoing feedback and recommendations related to the CMS Requirements Development
team to the Executive Project Sponsor. This should include an assessment about the knowledge /skills of
the team members as related to the project as well as the role /responsibility matrix defining what each
team member is /should be assuming.
OUT OF SCOPE
Implementation of the technology solutions is considered out of scope per the terms of this Agreement.
AGI will only be providing guidance, recommendations, quality assurance and oversight with respect to
the selection of a solution.
PAYMENT STRUCTURE
Payments to Consultant will be made at the completion of each deliverable on the schedule attached as
Exhibit B. A sign -off on the deliverables by the Executive Project Sponsor will be required before
payment is issued.
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 17 of 33
EXHIBIT B
PAYMENT SCHEDULE
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 18 of 33
Deliverable/
Payment
Projected
Stage
Milestone
Payment Event
Amount
Invoice Date
Initiate &
mobilize
Project Initiation Complete
Final project plan delivered
$7,500
12/30/2011
Probe
Needs Assessment Complete
Needs Assessment Report
accepted
$35,750
2/24/2012
Analyze
Requirements Complete
Requirements matrix accepted
$26,500
3/30/2012
RFP Complete
RFP Complete
Demonstration Scripts Complete
Demonstration scripts delivered
$12,500
4/20/2012
Proposal Evaluation Complete
Fit/Gap documentation delivered
$12,500
5/25/2012
Clarify
Vendor Evaluation Complete
Software Summary Evaluation
$18,000
7/6/2012
report accepted
Cost Justification Report
Complete
Cost Justification Report accepted
$15,000
8/10/2012
Transform
Vendor Selection Process
Contract negotiations finalized
$7,000
8/31/2012
Complete
Presentation(s) delivered
Fixed -Price Total
$134,750
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 18 of 33
EXHIBIT C
TASK LISTING AND MAJOR MILESTONES
Tasks and Milestones I Start Date I End Date
31064,— thWaft & 'mobUlze
Prepare and review a preliminary project plan.
Upon
Notice to
12/6/2011
Proceed
Conduct kickoff meetings with the Steering Committee and other
project stakeholders.
12/6/2011
12/16/2011
Identify any changes needed in the project plan.
12/19/2011
12/22/2011
Assess key risks to project success
12/19/2011
12/22/2011
Prepare deliverable templates and deliverable acceptance criteria
12/19/2011
12/22/2011
Prepare and deliver a final Project Plan (including work breakdown
structure, milestones, resources, risk management and
12/19/2011
12/30/2011
communication plans).
Complete initial data collection.
12/19/2011
1 12/30/2011
Project Initiation Complete - Milestone
1213012011
Conduct interviews and focus groups with Court staff and auxiliary
1/9/2012
2/3/2012
departments.
Complete direct observations of Municipal Court business processes.
1/16/2012
2/3/2012
Document case management business processes and supporting
1/23/2012
2/10/2012
processes in other departments to the task level.
Identify and document business and technology issues, opportunities
1/16/2012
2/10/2012
and constraints.
Prepare and review a Needs Assessment Report.
2/13/2012
2/24/2012
Needs Assessment Complete - Milestone
2/24 /2012
Develop and document business / functional requirements based on
3/5/2012
3/23/2012
the recommended improvements to case management processes.
Develop and document technical requirements including appropriate
system performance, platform, architecture, reporting, interfaces and
2/12/2012
3/23/2012
data conversion requirements.
Develop and document implementation services and project
3/19/2012
3/23/2012
management requirements.
Facilitate a collaborative process of prioritization and weighting of
3/26/2012
3/30/2012
business, technical and implementation services requirements.
Prepare an Excel -based requirements checklist for distribution with the
3/26/2012
3/30/2012
RFP.
Identify candidate software and implementation service providers.
3/26/2012
3/30/2012
Collaborate with the City's purchasing and legal organizations to
prepare and release a case management system RFP to the vendor
3/5/2012
3/30/2012
community.
RFP Complete - Milestone
3130/2012
i-
Develop vendor evaluation plan and evaluation guide for the
3/5/2012
3/30/2012
evaluation team
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 19 of 33
Tasks and Milestones
Start Date ::]
End Date
Prepare demonstration scenario scripts.
4/2/2012
1 4/20/2012
Demonstration Scripts Complete - Milestone
4/20/2012
Evaluate and score vendor proposals.
4/30/2012
5/18/2012
Complete fit/gap analysis.
5/11/12
1 5/25/2012
Proposal Evaluation Complete - Milestone
5/25/2012
Confirm short list of finalists to invite for demonstrations.
5/28/2012
6/8/2012
Organize and facilitate software demonstrations.
6/11/2012
6/29/2012
Prepare and review a Software Evaluation Summary Report
7/2/2012
7/6/2012
Vendor Evaluation Complete - Milestone
7/6/2012
StW A'- Trantm
Finalize the selection of the software and implementation services
provider.
7/9/2012
7/13/2012
Support contract negotiations with the selected vendor(s).
7/16/2012
7/27/2012
Summarize all project activities, findings, conclusions and results in a
Business Case Analysis Report (Cost Justification Report, including
ROI
7/30/2012
8/10/2012
Cost Justification Report Complete - Milestone
8/10/2012
Provide executive level and City Council presentations and briefings
as requested.
8/13/2012
8/31/2012
Vendor Selection Process Complete - Milestone
8/31/2012
Professional Services Agreement - -The Azimith Group. Inc.
City of Fort Worth - CMS Requirements Development
Page 20 of 33
FORT WORTH
EXHIBIT D
MILESTONE ACCEPTANCE DOCUMENT
Event Description
Describe the project / services that were delivered, including all products and services, documentation,
training and dates of completion.
Milestone Deliverables
Describe the product, good or service delivered for the project.
Future Work
There may be areas where there is future work to be completed or items that need to be addressed, but
do not keep the milestone from being complete.
Acknowledgment of Completion
The purpose of this document is to acknowledge the completion of the milestone. As of this date:
All tasks have been delivered and are complete
All appropriate documentation has been received
Signatures authorize payment to the vendor for the milestone completion.
I have reviewed the information contained in this Project Milestone Acceptance.
Charles Daniels — Assistant City Manager
Date
Executive Project Sponsor
Deidra Emerson — Municipal Court Director
Date
Municipal Court Project Sponsor
Dakisha Boone — Assistant Director, Municipal Court
Date
Municipal Court Project Director
David Eisenlohr — AGI Consulting
Date
Project Consultant
Arlethia Dupree — IT Project Consultant
Date
Project Manager
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 21 of 33
Revision History
The following table describes the document's modification history for tracking purposes. Only significant
changes are shown. The version number is incremented by whole numbers following major changes.
Di Ukatiom
1.00 08.09.11 Initial Draft A Dupree
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CNIS Requirements Development
Page 22 of 33
EXHIBIT E
MILESTONE GLOSSARY
1. Project Plan
a.
Detailed schedule
• Work breakdown structure
• Task durations
• Dependencies
• Communication activities
b.
Communication plan
• Project stakeholders
• Communication type and purpose
• Delivery method
• Delivery frequency
• Accountability
c.
Risk identification and mitigation plan
d.
Issue Log
e.
Preliminary Change Management Plan
2. Needs Assessment document
a.
Assessment of current municipal court case management processes
b.
Recommendations for system improvements, process improvement, organizational
improvements
c.
Assessment of system infrastructure (i.e. network environment, security policies, platform,
hardware, system software, etc.)
3. Requirements document
a.
Functional Requirements
• Compiled in matrix format for inclusion in RFP
b.
Technical Requirements (infrastructure)
c.
Interface Requirements
d.
Data Conversion Requirements
e.
Implementation Services Requirements
4. Cost Justification Report
a.
Cost / Benefits Analysis
• Narrative
• Needs Assessment
• Cost estimates
Software
Hardware
Implementation
Upgrades
Ongoing Maintenance and Management
Training
• Benefits
System savings — replacing current systems, not implementing planned systems
Value pocket benefits — process improvements
• Recommendations
• Significant Assumptions
b.
ROI schedule
5. Request for Proposal — Software Solution / Implementation
a.
Procurement Strategy
b.
Evaluation Criteria
c.
RFP for distribution
6. Vendor Selection
a.
Evaluation Tool
b.
Demonstration Scripts
c.
Prospective Vendor Q &A
d.
Evaluation orientation
Professional Services Agreement - -The Azimith Group. Inc.
City of Fort Worth - CMS Requirements Development
Page 23 of 33
e. Receive Vendor Proposals
7. Vendor Contract Negotiations
a. Negotiation Plan
b. Provide guidance and input for the software and implementation services contract
c. Software selection
d. Recommendation to City Council for Award of CMS Implementation Contract
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 24 of 33
EXHIBIT F
MUNICIPAL COURT SERVICES BUSINESS PROCESSES
Court Process
New Cases
PROCESSES BUSINESS
Function
Filing
Court Process
Case Initiation
Filing
Qview Distribution
Arraignment
Scheduling Juveniles at Case Initiation
Arrai nment
Scheduling Minors at Case Initiation
Arrai nment
Scheduling Code Cases at Case
Initiation
Financials
Fines, Costs and Fees Assigned
Warrants
Fail to Appear
Incom lete Cases
Tickets with Fatal Errors
Incom fete Cases
Tickets with Non -Fatal Errors
Incom fete Cases
Supplemental Reports
Financials
Penalty Codes
Dismissals
Proofs
Submitting Proof to Cash /Mail
Proofs
Judicial Review for Compliance
Trials
Court Decisions
Bench Trials
Court Decisions
Jury Trials
Court Decisions
Prior to Trial
Court Decisions
Miscellaneous Activity
Deferred
DSC
Requests in Person
DSC
Requests by Mail
DSC
Dismissals
DSC
Failed to Comply
Deferred
Probation
Requests in Person
Probation
Requests by Mail
Probation
Dismissals
Probation
Failed to Comply
Teen Court
Arraignment
Approval
Teen Court Program
Enrollment, Removal and Compliance
Courtrooms
Dockets
Standard Dockets
Juveniles
JAD Docket
Admin Events
Admin Dockets
Arrai nment
Walk -in Dockets
Arrai nment
Arraignment Court Jail Class C Only
Court #1 Activity
Jury Trials
Court #1 Activity
Attorney Dockets
S ecial Dockets
Comin' Up Docket
S ecial Dockets
Community Court Docket Approvals
S ecial Dockets
Community Court Completions
S ecial Dockets
Indigency Hearings
Sub oena
Officer and Witness Subpoenas
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 25 of 33
Court Process
Function
Court Process
Ma istration
Magistrate Services
Adult Warnings
Ma istrate Services
Juvenile Warnings
Ma istrate Services
Search Warrants - Approved/Declined
Ma istrate Services
Emergency Protective Orders
Special Hearings
Special Hearings -
Ma istrate
Property Hearings
Special Hearings -
Magistrate
EPO Hearings
Special Hearings -
Civil /Admin
Parking Appeals
Special Hearings -
Civil /Admin
Junked Vehicles
Special Hearings -
Civil /Admin
Red Light Appeals
Special Hearings -
Civil /Admin
Animal Cruelty
Special Hearings -
Civil /Admin
Dangerous Dog Hearings
Code Cases
Scheduling
Animal Control Arraignment
Scheduling
Waste Cart Arraignment
Scheduling
Code Compliance
Scheduling
Fire
Scheduling
Environmental
Scheduling
Animal Control
Scheduling
Code Compliance
Scheduling
Fire
Scheduling
Environmental
Trials
Code Dockets
Payments
Financials
Payments by Mail
Financials
Payments in Person
Financials
Payments by Western Union
Plea by Mail
Plea Letter
Appearance
Scheduling
Requests for Court
Scheduling
Attorney Rep Letters
Trials
Appeals
Request for New Trials
Appeals
Motion to Appeal
Filing
Case Initiation
SAC
Courtroom Activity
Disposition of Cases
Case Management
Compliance
Payments
Financials
SAC Payments
Warrants
Alias Warrants
Issuance
Ca ias Warrants
Issuance
Service
Confirmation
Jail Arraignment
Arraignment
Jail Arraignment - Class C
Arraignment
Jail Arraignment - Higher Charges
Accounts Receivables
Time Payment Plan
TPP Approvals
Time Pay ment Plan
TPP Compliance
Community Service
Community Service
CS Approvals
Community Service
CS Compliance
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 26 of 33
Court Process
Function
Court Process
Bonds
Financials
Bond Posting - Surety Bonds
Financials
Bond Posting - Cash Bonds
Dockets
Bond Docket - Surety Bonds
Dockets
Bond Dockets - Cash Bonds
Financials
Bond Forfeitures - Cash Bonds
Financials
Bond Forfeitures - Surety Bonds
Credit Time Served
Credit Time Served
Requests by Mail
Credit Time Served
Requests in Person
NSF Checks
Financials
Returned Checks
Minors
MIP Alcohol
Disposition
MIP Alcohol
Adjudication
MIP Tobacco
Disposition
MIP Tobacco
Adjudication
Ex un ements
Ex un ments
Requests and Decisions
Refunds
Financials
Bond Refunds
Financials
Bonds as Fines /Fees
Filing
Entry Errors
Corrections /Adjustments
Financials
Fine Reductions
Financials
Transfers and Reversals
Case Management
Inactive/Suspended Cases
Collections
Financials
Collection Agency Activity
Filing
Complaint Generation
Imaging
Visiflow
Queues
Visiflow
Escalation
JNA (Juveniles Now
Adults )
Warrants
Age Check
Dockets
Show Cause Hearings
Reports
DPS
Convictions
DPS
Corrections
Prosecutors
Prosecutor Activity
Dockets
Prosecutor Activity
Offers
Prosecutor Activity
Motions
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 27 of 33
EXHIBIT G
COURTVIEW SYSTEM MODULES USED BY MUNICIPAL COURT
Module
Functionality
Case Management
Users: All of Municipal Court, including Clerk's Office, Judges, Prosecutors,
Court Administration, and Enforcement Departments (Police, Code
Compliance, etc.)
The Case Management Module is used for initiating cases, working with case
types, receipting, maintaining case information, processing reports, and
servicing cases.
Judicial Management
Users: Court Docket Staff and Judges.
This module allows us to assign judges, courtrooms, court settings and times.
There is also the judge's calendar and event block settings.
Financial Management
Users: Supervisors and Upper Management
Financial Management module is used for creating and tracking financial
transactions. Case and non -case receipts are shown as well as how to create
check details and process a manual check. There is also Cash Book
Processing and End of Day (EOD) processing. Bank accounts and set up in
this module, dockets, central cashiering, and generating reports with financial
information also are reviewed in this module.
Accounts Receivable
Users: Human Services for inside collections
Procedures include how to assign costs, split costs on a docket, joint and
several liability, AR Roll -Up Plans, dismissing costs, creating payment plans,
creating payables, and past due notices.
System Administration
Users: Systems Coordinator and the Systems Administrator
This module allows us to establish system and user limitations through
system parameters, user security, and dynamic buttons on screens. Creating
Form templates for form generation, and other functions.
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 28 of 33
EXHIBIT H
ORGANIZATIONAL STRUCTURE
ASSISTANT CITY MANAGER —
PUBLIC SAFETY
CHIEF JUDGE
• Non -jury and jury trials
• Magistrate duties
DIRECTOR — — — — — — • Teen Court
• Recording of court
proceedings
ASSISTANT DIRECTOR
ASSISTANT DIRECTOR
ASSISTANT DIRECTOR
(OPERATIONS)
(COURT CLERK)
(CITY MARSHAL)
• Parking Bureau
• Fines processing
• Bailiff duties
• Human Resources
• Fine collections
• Prisoner bonding
• Budget
• Case preparation and filing
• Prisoner transfer
• Finance
• Docket settings
• Building Security
• Procurement
• Data Entry
• Warrant service
• Information Technology
• Records management
• Writ service
• Liaison with other agencies
• Warrant production
• Coordination and verification
• Coordination and verification
of warrants
• Jury services
• Interpreter services
LAKE WORTH
PATROL
• Patrol Lake Worth,
Nature Center and
Refuge, and surrounding
City -owned parks
• Enforce city ordinances,
Texas Water Safety Act,
and state laws
ARRAIGNMENT HOMELESS COURT ATTENDANCE
COURT COURT
• 24/7 Prisoner arraignment • Adjudicative hearings • Fort Worth Independent
School District truancy cases
Professional Services ,Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 29 of 33
EXHIBIT I
CITY OF FORT WORTH
NON - DISCLOSURE AGREEMENT
This Non - Disclosure Agreement ( "Agreement ") is entered into between the City of Fort Worth ( "City ")
located at 1000 Throckmorton Street, Fort Worth, Texas, 76102, and The Azimuth Group, Inc.
( "Consultant" or "AGI ") with offices located at 6611 Hillcrest, Suite 441, Dallas, Texas 75205. Pursuant
to services being provided under City Secretary Contract No. , ( "Contract ") the City
may be disclosing sensitive and confidential information of a personal nature for business, tracking, or
other purposes ( "Confidential Information" or "City- provided Information "). The City would not make such
disclosures without Recipient's agreement to maintain confidential treatment of such information. It is
understood that confidential, sensitive or personal information provided by the City may be the property of
City partners, City employees or officials, as well as of City, itself. Therefore, the parties agree as follows:
Recipient will not disclose or use any sensitive, personal, or confidential information from City
designated orally or in writing as "Confidential" or "Sensitive" or in like words, or which Recipient
should reasonably know is sensitive or confidential, without the prior written consent of City, and
then only to the extent specified in such consent. Confidential Information may not be copied by
Recipient. Recipient agrees to treat Confidential Information as it would its own Confidential
Information and to disseminate it within its own organization only to the extent necessary for the
purposes for which it has been provided and only to Recipient's employees or consultants who
are bound to maintain its confidentiality.
The Confidential Information is being disclosed for the following purposes: development of a
comprehensive business needs assessment and development of detail business and Case
Management System requirements.
2. Such restrictions on use or disclosure of Confidential Information described in Paragraph 1 do not
extend to any information which (i) is publicly known at the time of its disclosure (ii) is lawfully
received from a third party not bound in a confidential relationship to City (iii) is published or
otherwise made known to the public by City (iv) is independently developed by Recipient or
Subsidiary of the Recipient without using Confidential Information of City or (v) is required to be
disclosed pursuant to a court order, duly authorized subpoena, or other governmental or
legislative authority. In such cases, notice must be provided to City prior to such disclosure.
3. Upon request by City, Recipient shall return all information received, with a letter confirming that
the Confidential Information has in no way been compromised, reproduced or copied and that all
copies have been returned.
4. This Agreement shall be binding on the parties and their successors and assigns, and shall be
governed by the laws of the state of Texas. This Agreement shall be effective for as long as the
Contract remains effective ( "Initial Term ") with respect to any Confidential Information which is
disclosed by City unless either party notifies the other that subsequent disclosures are not to be
included within the terms of this Agreement.
5. This Agreement specifically prohibits the Recipient from granting any access to City - provided
information to any third party. The Recipient is solely responsible to protect access to City -
provided information against any third party while the information is in the Recipient's possession.
6. Recipient agrees that it shall store and maintain City Information in a secure manner and shall
not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in
any way. Recipient shall notify the City immediately if the security or integrity of any City
information has been compromised or is believed to have been compromised.
7. The Recipient shall not distribute any information in any form that was in all or partly derived from
any City - provided information.
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 30 of 33
8. RECIPIENT SHALL BE LIABLE AND RESPONSIBLE FOR ALL DAMAGES THAT THE CITY
INCURS DUE TO ANY BREACH OF THIS AGREEMENT CAUSED SOLELY BY RECIPIENT,
ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. THE CITY, ITS OFFICERS,
AGENTS, SERVANTS AND EMPLOYEES, SHALL NOT BE LIABLE FOR ANY DAMAGES
THAT RECIPIENT MAY INCUR AS A RESULT OF THE CITY'S RESTRICTIONS TO OR
DENIAL OF ACCESS TO INFORMATION ON ACCOUNT OF ANY BREACH OF THIS
AGREEMENT BY RECIPIENT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, OR
FOR ANY REASONABLE SECURITY MEASURES TAKEN BY THE CITY. RECIPIENT, AT
RECIPIENT'S OWN COST OR EXPENSE, HEREBY AGREES TO INDEMNIFY, DEFEND AND
HOLD HARMLESS THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND /OR EMPLOYEES
FROM AND AGAINST ANY CLAIM, LAWSUIT, DEMAND OR OTHER ACTION TO THE
EXTENT THAT THE SAME ARISES FROM THE UNAUTHORIZED USE, DISTRIBUTION,
DISCLOSURE, OR DISSEMINATION OF CITY CONFIDENTIAL INFORMATION AND CAUSED
BY THE SOLE NEGLIGENT ACT(S) OR OMISSION(S) OR INTENTIONAL MISCONDUCT OF
RECIPIENT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES.
9. Recipient agrees that the City shall, during the Initial Term, and until the expiration of three (3)
years after termination or expiration of this Agreement, have access to and the right to examine at
reasonable times any directly pertinent books, data, documents, papers and records, both hard
copy and electronic, of the Recipient, and any sub - recipient, involving transactions relating to this
Agreement. Recipient agrees that the City shall have access during normal working hours to all
necessary Recipient, and any sub - recipient facilities and shall be provided adequate and
appropriate work space in order to conduct audits to ensure compliance with the provisions of this
section. The City shall give Recipient, or any sub - recipient, reasonable advance written notice of
intended audits.
10. The terms of this Agreement shall not be waived, altered, modified, supplemented, or amended in
any manner except by written instrument signed by an authorized representative of both the City
and Recipient.
11. Recipient may not assign or in any way otherwise transfer any of its interest in this Agreement
without the express written consent of the City.
City of Fort Worth The Azimuth Group, Inc. - A ep d and
eed to o e If ecipie
4A' 2edSignature J orized bignature
Name
Title
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Forth - CMS Requirements Development
Page 31 of 33
David W. Eisenlohr
Name
President
Title
EXHIBIT J
NETWORK ACCESS AGREEMENT
Professional Services Agreement - -The Azimith Group, Inc.
City of Fort Worth - CMS Requirements Development
Page 33 of 33
NETWORK ACCESS AGREEMENT
This NETWORK ACCESS AGREEMENT ( "Agreement') is made and entered into by and
between the CITY OF FORT WORTH ( "City "), a home rule municipal corporation with its principal
location at 1000 Throckmorton Street, Fort Worth, Texas 76102, organized under the laws of the State of
Texas and situated in portions of Tarrant, Denton and Wise Counties, Texas, and The Azimuth Group
with its principal location at Dallas, Texas, ( "Contractor ").
1. The Network. The City owns and operates a computing environment and network (collectively
the "Network "). Contractor wishes to access the City's network in order to provide analysis of municipal
court business processes, development of business and technical specifications and requirements, and
facilitation fo the selection of a vendor and an integrated Court Management System.. In order to provide
the necessary support, Contractor needs access to the City's internet.
2. Grant of Limited Access. Contractor is hereby granted a limited right of access to the City's
Network for the sole purpose of providing professional consulting services. Such access is granted
subject to the terms and conditions forth in this Agreement and applicable provisions of the City's
Administrative Regulation D -7 (Electronic Communications Resource Use Policy), of which such
applicable provisions are hereby incorporated by reference and made a part of this Agreement for all
purposes herein and are available upon request.
3. Network Credentials. The City will provide Contractor with Network Credentials consisting of
user IDs and passwords unique to each individual requiring Network access on behalf of the Contractor.
Access rights will automatically expire one (1) year from the date of this Agreement. If this access is being
granted for purposes of completing services for the City pursuant to a separate contract, then this
Agreement will expire at the completion of the contracted services, or upon termination of the contracted
services, whichever occurs first. This Agreement will be associated with the Services designated below.
® Services are being provided in accordance with City Secretary Contract No. L4XQ.9 a•
❑ Services are being provided in accordance with City of Fort Worth Purchase Order No.
❑ Services are being provided in accordance with the Agreement to which this Access Agreement
is attached.
❑ No services are being provided pursuant to this Agreement.
4. Renewal. At the end of the first year and each year thereafter, this Agreement may be renewed
annually if the following conditions are met:
4.1 Contracted services have not been completed.
4.2 Contracted services have not been terminated.
4.3 Within the thirty (30) days prior to the scheduled annual expiration of this Agreement, the
Contractor has provided the City with a current list of its officers, agents, servants, employees or
representatives requiring Network credentials.
Notwithstanding the scheduled contract expiration or the status of completion of services, Contractor shall
provide the City with a current list of officers, agents, servants, employees or representatives that require
Network credentials on an annual basis. Failure to adhere to this requirement may result in denial of
access to the Network and /or termination of this Agreement.
5. Network Restrictions. Contractor officers, agents, servants, employees or representatives may
not share the City- assigned user IDs and passwords. Contractor acknowledges, agrees and hereby gives
its authorization to the City to monitor Contractor's use of the City's Network in order to ensure
Contractor's compliance with this Agreement. A breach by Contractor, its officers, agents, servants,
employees or representatives, of this Agreement and any other written instructions or guidelines that the
City provides to Contractor pursuant to this Agreement shall be grounds for the City immediately to deny
Contractor access to the Network and Contractor's Data, terminate the Agreement, and pursue any other
remedies that the City may have under this Agreement or at law or in equity.
Vendor Network Access Agreement Rev. 12/21,'2010
6. Termination. In addition to the other rights of termination set forth herein, the City may terminate
this Agreement at any time and for any reason with or without notice, and without penalty to the City.
Upon termination of this Agreement, Contractor agrees to remove entirely any client or communications
software provided by the City from all computing equipment used and owned by the Contractor, its
officers, agents, servants, employees and /or representatives to access the City's Network.
7. Information Security. Contractor agrees to make every reasonable effort in accordance with
accepted security practices to protect the Network credentials and access methods provided by the City
from unauthorized disclosure and use. Contractor agrees to notify the City immediately upon discovery of
a breach or threat of breach which could compromise the integrity of the City's Network, including but not
limited to, theft of Contractor -owned equipment that contains City - provided access software, termination
or resignation of officers, agents, servants, employees or representatives with access to City - provided
Network credentials, and unauthorized use or sharing of Network credentials.
8. LIABILITY AND INDEMNIFICATION. CONTRACTOR SHALL BE LIABLE AND RESPONSIBLE
FOR ALL DAMAGES THAT THE CITY MAY INCUR DIRECTLY ON ACCOUNT OF ANY BREACH OF
THIS AGREEMENT BY CONTRACTOR, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES.
THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, SHALL NOT BE LIABLE FOR
ANY DAMAGES THAT CONTRACTOR MAY INCUR AS A RESULT OF THE CITY'S RESTRICTIONS
TO OR DENIAL OF ACCESS TO CONTRACTOR'S DATA ON ACCOUNT OF ANY BREACH OF THIS
AGREEMENT BY CONTRACTOR, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, OR FOR
ANY REASONABLE SECURITY MEASURES TAKEN BY THE CITY. IN ADDITION, CONTRACTOR
SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY
DAMAGE AND /OR PERSONAL INJURY, INCLUDING DEATH, AND ALL CLAIMS, DEMANDS AND
JUDGMENTS THEREFOR, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR
OMISSION(S) OR INTENTIONAL MISCONDUCT OF CONTRACTOR, ITS OFFICERS, AGENTS,
SERVANTS AND /OR EMPLOYEES. CONTRACTOR, AT CONTRACTOR'S OWN COST OR
EXPENSE, HEREBY AGREES TO INDEMNIFY, DEFEND AND HOLD HARMLESS THE CITY, ITS
OFFICERS, AGENTS, SERVANTS AND /OR EMPLOYEES FROM AND AGAINST ANY CLAIM,
LAWSUIT, DEMAND OR OTHER ACTION TO THE EXTENT THAT THE SAME ARISES FROM THE
NEGLIGENT ACT(S) OR OMISSION(S) OR INTENTIONAL MISCONDUCT OF CONTRACTOR, ITS
OFFICERS, AGENTS, SERVANTS OR EMPLOYEES.
9. Confidential Information. Contractor, for itself and its officers, agents, employees, and
representatives, agrees that it shall treat all information provided to it by the City as confidential and shall
not disclose any such information to a third party without the prior written approval of the City. Contractor
further agrees that it shall store and maintain City Information in a secure manner and shall not allow
unauthorized users to access, modify, delete or otherwise corrupt City Information in any way. Contractor
shall notify the City immediately if the security or integrity of any City information has been compromised
or is believed to have been compromised.
10. Right to Audit. Contractor agrees that the City shall, during the initial term, any renewal terms,
and until the expiration of three (3) years after termination or expiration of this contract, have access to
and the right to examine at reasonable times any directly pertinent books, data, documents, papers and
records, both hard copy and electronic, of the Contractor involving transactions relating to this
Agreement. Contractor agrees that the City shall have access during normal working hours to all
necessary Contractor facilities and shall be provided adequate and appropriate work space in order to
conduct audits in compliance with the provisions of this section. The City shall give Contractor
reasonable advance notice of intended audits. Contractor further agrees to include in all its
subcontractor agreements hereunder a provision to the effect that the subcontractor agrees that the City
shall, during the initial term, any renewal terms, and until expiration of three (3) years after termination
or expiration of the subcontract, have access to and the right to examine at reasonable times any
directly pertinent books, data, documents, papers and records, both hard copy and electronic, of such
subcontractor involving transactions related to the subcontract, and further that City shall have access
during normal working hours to all subcontractor facilities and shall be provided adequate and
Vendor Network Access Agreement 2
The Azimuth Group Rev. 12/21/2010
s
appropriate work space in order to conduct audits in compliance with the provisions of this paragraph.
City shall give subcontractor reasonable notice of intended audits.
11. Agreement Cumulative. This Agreement is cumulative of and in addition to any written
contracts, agreements, understandings or acknowledgments with the City signed by Contractor. This
Agreement and any other documents incorporated herein by reference constitute the entire
understanding and Agreement between the City and Contractor as to the matters contained herein
regarding Contractor's access to and use of the City's Network.
12. Amendments. The terms of this Agreement shall not be waived, altered, modified,
supplemented, or amended in any manner except by written instrument signed by an authorized
representative of both the City and Contractor.
13. Assignment. Contractor may not assign or in any way transfer any of its interest in this
Agreement. Any attempted assignment or transfer of all or any part hereof shall be null and void.
14. Severability. If any provision of this Agreement is held to be invalid, illegal or unenforceable, the
validity, legality and enforceability of the remaining provisions shall not in any way be affected or
impaired.
15. Force Maieure. Each party shall exercise its best efforts to meet its respective duties and
obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in
performance due to force majeure or other causes beyond their reasonable control (force majeure),
including, but not limited to, compliance with any government law, ordinance or regulation, acts of God,
acts of the public enemy, fires, strikes, lockouts, natural disasters, wars, riots, material or labor
restrictions by any governmental authority, transportation problems and /or any other similar causes.
16. Governing Law / Venue. This Agreement shall be construed in accordance with the laws of the
State of Texas. If any action, whether real or asserted, at law or in equity, is brought on the basis of this
Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas, Fort Worth Division.
17. Signature Authority. By affixing a signature below, the person signing this Agreement hereby
warrants that he /she has the legal authority to bind the respective party to the terms and conditions in this
agreement and to execute this agreement on behalf of the respective party, and that such binding
authority has been granted by proper order, resolution, ordinance or other authorization of the entity. The
other party is fully entitled to rely on this warranty and representation in entering into this Agreement.
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
By:
Chades Daniels �p44�QX1�
Assistant City Manager � pF
Date: 12 -15,1C O .QOOOOOOO °°o_
ATTZ��tdl /By. l �(�
%SS +City Secretary I../ q . - - -10 000O�
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Vendor Network Access Agreement 4
The Azimuth Group Rev. 12/21/2010
CITY COUNCIL AGENDA
Official site of the City of Fort Worth, Texas
FORTWORT11
COUNCIL ACTION: Approved on 11/15/2011 - Ordinance No. 19971 -11 -2011
DATE: 11/15/2011 REFERENCE NO.: * *C -25283 LOG NAME: 38AGI
CODE: C TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT: Authorize Execution of an Agreement with The Azimuth Group, Inc., for Evaluation of the
Municipal Court Case Management System for an Amount Up to $137,225.00 and Adopt
Appropriation Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of an Agreement with The Azimuth Group, Inc. for evaluation of the Municipal
Court Case Management System for an amount up to $137,225.00; and
2. Adopt the attached appropriation ordinance, increasing estimated receipts and appropriations in
the Special Trust Fund, Municipal Court Technology Project by $137,225.00 from available funds.
DISCUSSION:
On January 28, 2003, the City Council approved M &C C- 19450, which authorized the purchase of a
Case Management and Electronic Document Management System for Municipal Court to enhance
court operations. On July 17, 2007, the City Council approved M &C G- 15785, which authorized a
software support and maintenance Agreement for the new system.
Over the years of using the current software, the Municipal Court Services Department has identified
numerous issues related to general usability and product design as well as software support. The
City has more than one option to address these issues, including upgrading the current software and
wholesale replacement with a new Case Management System (CMS). To ensure that the selected
solution best meets the City's needs and to mitigate risks associated with changing or replacing the
existing system, the Department proposes engaging a consultant to conduct a comprehensive
assessment of (i) the court's business processes, organizational structure and functional
requirements, and (ii) the capabilities and limitations of the current system. This information would
then be used to design the functional and technical specifications that would provide for the most
effective and efficient system possible.
A Request for Proposals (RFP) was issued on May 18, 2011, seeking a consultant to provide
guidance, oversight, recommendations and assistance in assessing the court's needs and developing
criteria and specifications for a CMS that would achieve the overall goal for improved services. The
City received nine proposals in response to the RFP.
Responses were evaluated using the following criteria: proposed assessment methodology,
qualifications and experience, completeness and quality of responses regarding project goals and
objectives, and cost of services. After a thorough evaluation that involved scoring written proposals
and reviewing vendor presentations, finalists were selected and the evaluation team, made up of
representatives from the Municipal Court Services, Financial Management Services and Information
Technology Solutions departments, recommended The Azimuth Group, Inc. (AGI), as the best
proposed consultant for the City. AGI has successfully engaged projects with the City of Southlake,
http: // apps .cfwnet.org /council _packet /mc_ review. asp ?ID = 15898 &councildate = 11/15/2011 12/12/2011
City of New Braunfels, Bexar County, City of Fort Worth, City of Oklahoma City and other
municipalities.
The contract with AGI is structured to provide the following services and deliverables:
1. Needs Assessment - will provide the delivery of a business process assessment, a technical
assessment and identification of issues, risks, opportunities for improvements and constraints.
2. Requirements Analysis - will provide the delivery of functional and technical requirement
specifications, a cost justification assessment, RFP development and vendor evaluation planning.
3. Contract Negotiations - will provide facilitation in the selection of a software and implementation
services vendor, negotiation planning and support in contract development.
The contract amount with AGI will be for $134,750.00 with $13,475.00 reserved in contingency.
On October 25, 2011, the proposed Contract was presented to the City Council's Ad Hoc Municipal
Court Advisory Committee and received a positive response.
If approved, this Contract will begin on November 16, 2011 and shall remain in effect until all services
have been provided under the Agreement. The target completion date for this project is October 31,
2012.
M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the
Municipal Court Services Department and approved by the M/WBE Office because the purchase of
goods or services are from source(s) where subcontracting or supplier opportunities are
negligible. Reference checks were made by the project team as provided by the recommended
vendor.
FISCAL INFORMATION /CERTIFICATION:
The Financial Management Services Director certifies that upon adoption of the attached
appropriation ordinance, funds will be available in the current operating budget, as appropriated, of
the Special Trust Fund.
TO Fund /Account/Centers FROM Fund /Account/Centers
FE72 431038 03853501000 $148,225.00 FE72 539120 03853501000 $148,225.00
FE72 539120 03853501000 $148,225.00
Submitted for City Manager's Office by:
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
38AGI Revised AO12 v2.d
Charles Daniels (6183)
Deidra Emerson (6711)
Dakisha Boone (6737)
Arlethia Dupree (2464)
http: // apps. cfwnet. org / council _packet /mc_review.asp ?ID =15 898 &councildate =11/15/2011 12/12/2011