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HomeMy WebLinkAboutContract 54912-R2 CSC No.54912-R2 CITY OF FORT WORTH CONTRACT RENEWAL NOTICE March 30, 2022 Baker Tilly US, LLP Attn: David Eisenlohr, Managing Director 2500 Dallas Parkway Plano, TX 75093 Re: Contract Renewal Notice Texas Council and Staff Planning Retreats Contract No. CSC No. 54912-API (the "Contract' Renewal Term No. 2: December 28, 2021 to December 27, 2022 The above referenced Contract with the City of Fort Worth expired on December 27,2021 (the "Expiration Date"). Pursuant to the terms Contract, the Contract may be renewed by the mutual consent of the parties for up to four(4)one-year renewal terms.This letter will memorialize the collective desire of the parties to renew the Contract for its first renewal term,which will begin immediately after the Expiration Date. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter to the address set forth below acknowledging receipt of the Contract Renewal Notice. Please log onto PeopleSoft Purchasing at hLtp://fortworthtexas.gov/purchasing to insure that your company information is correct and up-to-date. If you have any questions concerning this Contract Renewal Notice, please contact me at the telephone number listed below. Sincerely, ;O��fe"', Planning & Data Analytics Director Mark McAvoy (817) 392-6222 OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX Contract Renewal Page 1 of 2 ACCEPTED AND AGREED: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract,including ensuring all By: performance and reporting requirements. Name: Fernando Costa Title: Assistant City Manager 04/11/2022 By: Name: Mark McAvoy APPROVAL RECOMMENDED: Title: Director APPROVED AS TO FORM AND LEGALITY: By: Name: Mark McAvoy Q� Sty Title: Director, Planning & Data Analytics By: Q Department Name: JB Strong Title: Assistant City Attorney ATTEST: CONTRACT AUTHORIZATION: M&C: ���T GirNrY� Date Approved: By: Jannette S.Goodall(Apr 11,2022 16:42 CDT) Name: Janette Goodall 4444Onn� Form 1295 Certification No.: u Title: City Secretary py0 FoFOR %kla 0 �v000 o o op=�%40d oo d a 000000000 a Date 04/07/2022 dart nExAsaa aly%Gw %JG�`I�OGI� By: David Eisenlohr(Apr7,202211:04 CDT) Name: David Eisenlohr Title: Managing Director OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX Contract Renewal Page 2 of 2 SECOND SCOPE APPENDIX to Engagement Letter dated:November 17,2020 Between The City of Fort Worth,Texas and Baker Tilly US,LLP(Fort Worth City Secretary Contract No.54912) RE: City of Fort Worth,Texas Council and Staff Planning Retreats CSC No. 54912-AP 1 DATE: December 28, 2020 This Scope Appendix is attached by reference to the above-named engagement letter(the"Engagement Letter")between The City of Fort Worth, Texas(the"Client")and Baker Tilly US, LLP ("BT")and relates to services to be provided by BT to the Client. Objectives The objectives of the City Council and senior management planning retreats include: - Engagement of the leadership team in open and honest communication around selected key topics essential to the future of the community and the municipal organization. - Supporting the efforts of the City's elected policy leaders to focus on the strategic priorities of the city and provide concrete direction to the city staff regarding the action steps needed to address those priorities. - Building a more cohesive management team through shared understanding and commitment to the Council priorities and the operational objectives required to fulfill them. Scope of Services The tasks included in the planning effort will include the following: - Project Planning and Preparation • Confer with the City Manager and other key members of the city staff to develop topics for inclusion in the planning workshops. • Collect and review pertinent internal background documents, issue papers, studies, etc. to assist in the development of a workshop plan and agenda. • Based on your input and the review of background materials, develop a proposed workshop plan and agenda for review and approval. • Develop required staff workshop activities, exercises, and materials. - City Council Retreat • Schedule and conduct one-on-one interviews with the Mayor and available members of the City Council to understand their specific policy priorities and concerns. • Work closely with the City Manager's Office and appropriate departmental staff to design and plan a one-day off-site planning session for the City Council and executive staff. • Develop and review a suggested City Council planning session agenda and activities with the City Manager,Assistant City Managers, the Planning and Data Analytics Director, and appropriate others. Revise as necessary. • Develop required City Council workshop activities, exercises, and materials. • Lead a series of activities and discussions with the Council to link the staff-developed themes to their policy priorities and to close any gaps that may exist. • Prepare a written summary of the City Council workshop results and develop recommendations for further follow-up as needed. - Senior Leadership Team Retreat • Facilitate a %2 to one-day planning workshop with the City's senior management team, including the City Manager's Office, Department Directors,Assistant Directors and selected others. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX (Scopev20200914) Page SA 1 o �� bakertilly SECOND SCOPE APPENDIX to Engagement Letter dated: November 17,2020 Between The City of Fort Worth,Texas and Baker Tilly US,LLP(Fort Worth City Secretary Contract No. 54912) • Work with assigned city staff to prepare workshop activities, including but not limited to small group visioning and issue identification sessions, large group sharing and dialog and documentation, and definition of a set of consensus action items for completion. • Prepare and deliver a written report summarizing the management staff workshop results. Deliverables BT will provide high-level written reports summarizing the conclusions reached and decisions resulting from both the City Council and senior leadership team retreat workshops. The reports will be in the form of a narrative and bulleted list summary and will include compilations and graphical depictions, where appropriate, of the respective groups'findings and conclusions. BT will deliver one reproducible and one electronic copy in PDF format of the final session summary report for each workshop session. Client Responsibilities The services, fees and delivery schedule for this assignment are based upon the following assumptions, representations, or information supplied by the Client: — The Client will assign a staff member as the main point of contact for the planning and coordination of the two workshop sessions. This individual will be responsible for the assembly of any requested documents and other background material, coordination of all workshop logistics, scheduling of any meetings or conference calls necessary, and providing general logistical support of the process. — The Client will work with BT to make such technical arrangements for presentation projection/ display, session recording, etc. that may be required. The workshop rooms will include required facilities and equipment including, at a minimum, a projector, power availability, and projection screen. — The Client will provide and pay directly for required meeting rooms, room setups, food and beverage, and other facilities and services required to support the workshops. — The Client will be responsible for the reproduction and distribution of the BT-delivered final session summary report documents as needed. Term This Scope Appendix shall begin on the date signed by the Client below("Effective Date")and shall expire on that date the following year("Expiration Date"), unless terminated earlier in accordance with this Scope Appendix("Initial Term"). Client shall have the option, in its sole discretion, to renew this Scope Appendix under the same terms and conditions, for up to four(4)one-year renewal options. Compensation and Invoicing Annual Planning Retreat with City Council and Executive Staff-The Client shall pay BT the fixed professional services fee of$16,000 in accordance with the provisions of this Agreement. In addition to the fixed fee for professional services, BT will bill the Client for the actual cost of direct out of pocket expenses for such usual and customary items as mileage, per diem, postage and delivery charges, workshop supplies and technology support not to exceed $1,500.00 total for this workshop session. The total compensation for this professional service shall not exceed $17,500.00, inclusive of the professional services fee and expenses. BT shall not perform any additional services for the Client not specified by this Agreement unless the Client requests and approves in writing the additional costs for such services. The Client shall not be liable for any additional expenses of BT not specified by this Agreement unless the Client first approves such expenses in writing. The Client agrees to pay all invoices of BT within thirty(30)days of receipt of such invoice. Annual Planning Retreat with the Senior Leadership Team (includes city manager, assistant city managers, department directors and assistant directors)-The Client shall pay BT the fixed professional services fee of$8,000 in accordance with the provisions of this Agreement. In addition to the fixed fee for professional services, BT will bill the Client for the actual cost of direct out of pocket (Scopev20200914) Page SA 2 of 3 �� bakertilly SECOND SCOPE APPENDIX to Engagement Letter dated: November 17,2020 Between The City of Fort Worth,Texas and Baker Tilly US,LLP(Fort Worth City Secretary Contract No. 54912) expenses for such usual and customary items as mileage, per diem, postage and delivery charges, workshop supplies and technology support not to exceed $1,500.00 total for this workshop session. The total compensation for this professional service shall not exceed $9,500.00, inclusive of the professional services fee and expenses. BT shall not perform any additional services for the Client not specified by this Agreement unless the Client requests and approves in writing the additional costs for such services. The Client shall not be liable for any additional expenses of BT not specified by this Agreement unless the Client first approves such expenses in writing. The Client agrees to pay all invoices of BT within thirty(30)days of receipt of such invoice. If additional work is requested and authorized by the Client that is outside of the scope of services or required due to situations discussed herein, the Client will be notified and will be invoiced at our current standard hourly rates, shown below. Partner/Principal/Firm Director/ $320 Managing Director Director/Senior Manager $270 Manager $225 Senior Consultant $195 Staff Consultant $165 Associate $80 Other Matters In the event Baker Tilly is requested by the Client; or required by government regulation, subpoena, or other legal process instituted by or against Client to produce our engagement working papers or its personnel as witnesses with respect to its Services rendered for the Client, so long as Baker Tilly is not a party to the proceeding in which the information is sought, Client will reimburse Baker Tilly for its professional time and expenses, as well as the fees and legal expenses incurred in responding to such a request, provided however, in no event shall the total amount of such reimbursement exceed $5,000. Baker Tilly acknowledges that in accordance with Chapter 2270 of the Texas Government Code, Client is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms"boycott Israel'and"company'shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By executing this instrument, Baker Tilly certifies that the signature of its representative provides written verification to the Client that Baker Tilly and any wholly owned subsidiary, majority-owned subsidiary, parent company, or affiliate of the Baker Tilly(1) do not boycott Israel;and(2) will not boycott Israel during the term of the Agreement, as amended and extended. Baker Tilly agrees that the Client shall, until the expiration of three (3)years after final payment under this Scope Appendix, or the final conclusion of any audit commenced during the said three years, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records of Baker Tilly involving transactions relating to invoices, charges, and/or billings issued under this Scope Appendix at no additional cost to the Client. Baker Tilly agrees that the Client shall have access during normal working hours to all necessary Baker Tilly facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section(or virtual examination accommodations may be made available upon mutual written agreement of the parties should COVID-19 or similar sickness or disease, or government mandate preclude in-person examinations). The Client shall give Baker Tilly reasonable advance notice of intended audits. (Scopev20200914) Page SA 3 of 3 �� bakertilly SECOND SCOPE APPENDIX to Engagement Letter dated:November 17,2020 Between The City of Fort Worth,Texas and Baker Tilly US,LLP(Fort Worth City Secretary Contract No.54912) Conflicts of Interest Attachment A to the Engagement Letter contains important disclosure information that is applicable to this Scope Appendix. We are unaware of any additional conflicts of interest related to this Scope Appendix that exist at this time. Termination This Scope Appendix will terminate according to the terms of the Engagement Letter. If this Scope Appendix is acceptable, please sign below and return one copy to us for our files. We look forward to working with you on this project. Sincerely, David Eiseniohr Managing Director T: +1 (214)577 6525 E: david.eisenlohr(d-)bakertillv.com Signature Section: The services and terms as set forth in this Scope Appendix are agreed to on behalf of the Client by: MO-- Name: Fernando Costa(Dec 28,202016:34 CST) Title: Assistant City Manager Date: 12/28/2020 CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. Name: Mark McAvoy Title: Director—Planning and Data Analytics d4�an� �Coo 00oo bp FORT as , ATTEST: �O o I. °0A o City Secretary P$aOoo EZAs4 1 APPROVED AS TO FORM AND LEGALITY: OFFICIAL RECORD CITY SECRETARY By: Assistant City Attorney FT.WORTH, TX (Scopev20200914) Page SA 4 of 3 � bakertilly From: Strong,JB To: Soto,Vania Elizabeth; Martin,Tracey Subject: RE: Baker Tilly US,LLP Date: Tuesday,April 12,2022 4:44:04 PM I like naming it Renewal No. 2 with a note. John B. Strong (JB) Senior Assistant City Attorney 200 Texas St. Fort Worth,TX 76102 (817) 392-7627 John_Strong4fortworthtexas_gov City of Fort Worth Working together to build a strong community. FORT WORTH. ORTH. RECIPIENTS -PLEASE CONTACT ME PRIOR TO FORWARDING MESSAGES DESIGNATED AS ATTORNEY-CLIENT COMMUNICATIONS. This e-mail and any files transmitted with it are confidential and are intended solely for the use of the individual or entity to which they are addressed. This communication may contain material protected by the attorney-client privilege. If you are not the intended recipient or the person responsible for delivering the e-mail to the intended recipient,be advised that you have received this e-mail in error and that any use,dissemination,forwarding,printing, or copying of this e-mail is strictly prohibited. If you have received this e-mail in error,please immediately notify John B. Strong at the City of Fort Worth City Attorney's Office (817)392-7627. From: Soto, Vania Elizabeth Sent:Tuesday, April 12, 2022 4:32 PM To: Martin,Tracey<Tracey.Martin @fortworthtexas.gov>; Strong,JB <John.Strong@fortworthtexas.gov> Subject: Baker Tilly US, LLP Importance: High This contract"renewal"came to me with a prefilled text of 54912-AP2. The suffix AP is for appendix to a contract. That's why the first one is -API cause the title says scope appendix.Now I cannot number this AP2 as it is not an appendix,unless Legal would like me to. I was going to number it as Renewal No. 1 since there are no other renewals on file but I see the appendix extended the term for another year. So I can number it as Renewal No. 2, it would throw off our sequence but if everyone is okay with that I can make notes of this email and in the data entry fields. Vania E. Soto Administrative Assistant City Secretary's Office 817-392-6090 Vania.Sotoafortworthtexas.gov