Loading...
HomeMy WebLinkAboutContract 42877-A1 AMENDMENT NO. 1 CITY SECRETARY � CONTRACT NO. �' To City Secretary Contract No. 42877 Professional Services Agreement with Accela, Inc. WHEREAS, the City of Fort Worth ("City") and ACCELA, Inc., ("Consultant") made and entered into City Secretary Contract No. 42877, (the "Agreement"), which was authorized by City Council via M&C C-25422 on January 31, 2012; and WHEREAS, the Agreement involves implementation services for Automation Permitting System Software, training and maintenance services for the Planning and Development Department; and WHEREAS, the Agreement has not been modified by previous amendments; and WHEREAS, it has become necessary to execute Amendment No. 1 to the Agreement to extend the term of performance and increase the cost of the Agreement for unanticipated additional services. NOW THEREFORE, City and Consultant, acting herein by and through 'their duly authorized representatives, hereby amend the Agreement as follows: 1. Section 1, Scope of Services, is hereby amended to add additional project consulting hours for onsite assistance, report configuration, and script writing for go live and post go live work, as further described in Exhibit A-1, which is attached hereto and made a part of this Agreement for all purposes. 2. Section 2, Term, is hereby amended to extend the term of the Agreement to expire upon completion of all services under this Agreement or not later than December 31, 2013, whichever occurs first, unless terminated earlier in accordance with the provisions of this Agreement. 3. Section 3, Compensation, is hereby amended to increase the amount to be paid to Consultant by $45,635.01, for a total contract amount not to exceed 5679,455.01, in accordance with the payment terms set forth in Exhibit A-1.. Accela Inc.,PSA Automation Permitting System OFFICIAL RECORD Amendment No. 1 to CSC No 42877 Page t of 2 Cp T CRE TARY FT. WORM T RECEIVED JUN 24° 201) _, . 4, All other provisions of the Agreement, which are not expressly amended herein, shall remain unchanged and in full force and effect. EXECUTFE) and AGREE'D on this the day of 2013, in Fort Worth, Tarrant County, Texas. CITY OF FORT WORTH: AI-ZEST: Fernando Costa Mary J. Kayse 000000 Assistant City Manager City Secreta Ay O APPROVED AS TO FORM CON TRACT AUTHORIZA1 0 AND LEGALITY: M&C: C-25422 Approved: 1/31/2012 Males,hia Farmer Senior Assistant City Attorney ACCELA,INC. Colin Samuels Assistant General COUnsel ATTEST: M Tip.. OFFICIAL RECORD Accela Inc,PSA Automation Permitting System CITY SECRETARY Amendment No.1 to CSC No,42877 Page 2 of 2 FT. WORTH9 TX EXHIBIT A-1 Accela SerOces Accela, Inc. Project Change Order "Joculnenl 1 (A Wo rd 1, 1X Acceh/,ub-miaOni F0FR I )AAW %�ay3l 2013 volsiol) 1.Q 10109 h Gel?" 'i Copyright©2009 Accela, Inc., ail rights reserved. The Accela name and logo device are trademarks owned by Accela, Inc. Other company names, product names and designs mentioned and used herein, are owned by their respective owners. All rights reserved. Information in this publication is proprietary, confidential, and protected by federal and international copyright laws and Tademark Paws. No part of this publication may be reproduced, transmitted, or used in any way or by any means, electronic or mechanical,for any purpose without the express written permission of Accela Inc.Accela Inc. shall not be liable for any errors,omissions, or damages of any kind in connection with the content of this publication. The information in this publication is subject to change without notice. TABLE OF CONTENTS .D.0C.PMENTC.O.N.T.11M... 0 MGE ORDER &GNATURE AND ACCEI:ITANCE. DOCUMENT CONTROL Date Author Version Change Reference 0513112013 IK Consulting, LLC 1.0 Add$3,750 to travel budget for additional go live on site,250 hours for on site assistance,report configuration and script writing,for go- live and post-go-live and extend Project Management through August 2013,to support post-go-live assistance, CHANGE ORDER Agency: Fort Worth, TX CO#: 5 Project Code: FORT1AAIM2 Date: 05/31/2013 Contract#/ PO#: FORTWOCIT005 Initiating Department: Services Initiated By: IK Consulting, LLC Change Category: ❑ Product Z Project ® Contract ❑ Maintenance PROJECT CHANGE DESCRIPTION/TASK SUMMARY: Purpose: Extend travel budget$3,750 for additional go-live on site, add 250 hours for on site assistance, report configuration and script writing,and extend Project Management through August, 2013,to support additional reports and scripts for post-godive. Description: Extend the travel budget to accommodate additional on site for go live that was not originally calculated into the travel expenses, Add 250 hours, at an hourly rate of$135.84,for on site assistance, report configuration and script writing for go live and post-go live work. Extend Project Management responsibility of IK Consulting, LLC, through August,2013, Accela Roles Adhere to the guidelines per the Expenses section of the Statement of Work, page 32 of 42,for all travel related expenses, and deliver an additional 250 hours between additional on site, report and scripting. Continued Project Management responsibilities, per Statement of Work,page 5 of 42,continued through August,2013. Agency Roles: Authorize travel invoices for payment upon receipt,when travel is complete and pay invoices based on Time and Materials,as worked and invoiced. Acceptance Criteria: Completed travel,and completed assistance and project management hours. Total Project Schedule Impact: n/a Total Project Resource Impact:Additional Travel Budget of$3,750.00,to be invoiced upon completion of travel, based on guidelines within the Statement of Work, Expenses section. Additional expense of$33,960,to be invoiced based on Time and Materials,as worked,Additional Project Management expense for Months 16, 17 and 18 at the rate of$2,641.67,for a total of$7,925.01. Overall impact is$45,635.01. DISPOSITION COMMENTS: NIA Disposition: Z Approved ❑ Rejected F Closed D See Comments Date: 05131/2013 d NATURE AND ACCEPTANCE The above Services will be performed in accordance with this Change Order/Work Authorization and the provisions of the Contract for the purchase, modification, and maintenance of the Accela systems. The approval of this Change Order will act as a Work Authorization for Accela and/or Agency to perform work in accordance with this Change Order, including any new payment terms identified in this Change Order. This Change Order takes precedent and su ercedes all other documents and discussions regardinc this subject matter. Accepted By: Accepted By: Fort Worth, TX—Cli t Mills Accela, Inc. By: By: i Print Name: ,t J Print Name: Title: Title: Date: > Date: ...."'.."..... Page 1 of: Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FoRT�1 COUNCIL ACTION: Approved on 1/31/2012 DATE: 1/31/2012 REFERENCE NO.: "C-25422 LOG NAME: 062030 PERMITTING SYSTEM CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize a Sole Source Contract with Accela, Inc., for the Purchase of Automation Permitting System Software and Implementation, Training and Maintenance Services for the Planning and Development Department in the Amount of$633,820.00 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize a Sole Source Contract with Accela, Inc., for the purchase of Automation Permitting System Software and implementation, training and maintenance services for the Planning and Development Department in the amount of$633,820.00. DISCUSSION: The contract recommended by this Mayor and Council Communication for the purchase of software and implementation, training, and maintenance services for a new parcel based permitting system, Automation. This software and associated services would provide a needed upgrade to the permitting system currently in use by the City of Fort Worth and approved by M&C P-8728 on November 17, 1998. The current permitting system, Permits Plus, was implemented in 2001, and is at the end of its functional life. It was designed on a technology which is no longer available or supported. Since the implementation of Permits Plus, newer technologies and functions have been introduced into permitting software. Some of Automation's upgraded features are electronic plan review capabilities, a built-in workflow system to reduce the time permits are held before issuance, online permitting capabilities allowing customers to apply for projects via the internet and improved mobile office solutions which will reduce field Staffs downtime and facilitate expedited record data entry and updating. The permit system acts as the City's central repository for data related to development activities (construction permits, zoning and board of adjustment cases, annexations, building plan examinations, and inspection results), and is utilized by many other City departments such as Water, Transportation and Public Works (TPW), Housing and Economic Development, Police, Fire, Code Compliance, and Parks and Community Services. In addition to Automation, Accela, Inc., is also the vendor for the recently acquired Work Order Asset Management System used by TPW/Storm Water and presents an opportunity for collaboration, system consolidation and cost savings/sharing. Accela Automation is the only web-based upgrade for Accela Permits Plus. Accela is the sole source provider of all software licenses, maintenance and support for Accela Automation and Accela Permits Plus. The Services Agreement shall be effective on February 1, 2012 and shall expire on May 1, 2013. PRICE ANALYSIS—Accela, Inc., has proposed a cost of$633,820.00 to include all software, training, travel, implementation and other related tasks required for the completion of the upgrade. City Staff has reviewed this price and determined it to be fair and reasonable for the scope of tp://apps.cfwnet.org/cotmcil.,packet/mc_review.asp?ID=16403&.comcildate 1/31/2012 02/28/2012 ----- - --•• Page 2of. services proposed. RENEWAL OPTIONS—The Support Agreement may be renewed for up to four additional one-year terms by Mutual Agreement of the parties. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. The pricing of each of these four years will increase by five percent per year and will be charged as follows: First Renewal - $142,848.60, Second Renewal - $149,991.03, Third Renewal - $157,490.59, Fourth Renewal - $165,365.12. M/WBE—A waiver of the goal of M/WBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office because the purchase of goods and services is from sources where subcontracting or supplier opportunities are negligible. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that the funds are available in the current operating budget, as appropriated, of the General Fund, TO Fund/Account/Centers FROM Fund/Account/Centers GG01 541320 0062030 $633,820.00 Submitted for City Manager's Office by: Fernando Costa (6122) Originating Department Head: Randle Harwood (6101) Additional Information Contact: Clint Mills (2303) ATTACHMENTS ttp://apps.cf.'"et.org(council_tackeYmc_review.asy?ID=16403&couacildate=l/31/2012 02/28/2012