HomeMy WebLinkAboutContract 39473-B19ACITY SECRETARY .
CONTRACT NO. J0t,/1,-fJJ q If
APPENDIX B-19A
In accordance with the Professional Services Agreement signed between Sentari
Technologies, Inc . ("Contractor") and the City of Fort Worth ("Client") on October 30 ,
2009 , City Secretary Contract ("CSC ") No . 39473 , as amended by CSC No . 39473 -A 1
on September 16 , 2010 , CSC No . 39473-A2 on December 14, 2010 and CSC No .
39473-A3 on November 13 , 2011 , and CSC No. 39473-A4 on February 21 , 2013
(collectively the "Professional Services Agreement"), Appendix B-19A is incorporated
into the Professional Services Agreement and hereby reads as follows:
1. The term of th is work order shall be extended to end when all services have
been completed under this work order as contemplated herein , but not later
than the end date set forth below .
2 . This Work Order incorporates by reference all of the terms and conditions of
the Professional Services Agreement , specifically the services to be provided
under Section 1 of said agreement.
3. The services to be performed under this Work Order shall be as follows:
INFRASTRUCTURE PROJECT MANAGER
Description of Work:
• Develop project plans including timelines, action items and related project
documentation.
• Develops alternative methods of addressing project implementation to ensure
success.
• Develops contingency plans for project
• Manages project budgets and other resources.
• Coordinates with customers and invo lves customer management in project
planning and execution.
• Writes reports and provides analyses and presentations as required.
• Oversee and participate in the management of a comprehensive information
systems and services program.
• Prepare and administer large program budgets.
• Prepare clear and concise administrative and financial reports .
• Analyze problems , identify alternative solutions , project consequences of
proposed actions and implement recommendations in support goals.
• Research , analyze and evaluate new information technology methods and
techniques.
• Interpret and apply Federal , State and local polices , laws and regulations .
• Make presentations regarding project to all levels of management.
RE CE IVE O APR 2. 5 101~
OFFICIAL RECORD
CITY SECRETARY
fT. WORTH, TX
Personnel assigned to provide services under this Work Order:
Name:
Start Date :
End Date :
Payment Terms :
Raddara Lee
November 13 , 2012
November 12 , 2013
Payment Rate : $90 .00 per hour
AGREED AND ACCEPTED :
CITY OF FORT WORTH
s~Of2r--
Assis ant City Manager
Date: f/ O\s-/, 0
APPROVED AS TO FORM AND
LEGALITY:
~~
Senior Assistant City Attorney
Contract. Authorizatioa
L//t )/J
' ' Dat e
SENTARI TECHNOLOGIES INC .
Name
6us ·, ru.ss De vJ ofM..LAt: MM~
Title \j
ll/1~/1 3
Date
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
('
-M&C Review P age 1 of 3
Official site of the City of Fort Worth, Texas
CITY COUNCIL AGENDA FORT WORT H
-~
COUNCIL ACTION: Approved on 4/2/2013
DATE:
CODE:
41212013 REFERENCE
NO.:
G TYPE:
G-17848 LOG NAME:
NON-PUBLIC
CONSENT HEARING:
04TECHNOLOGY STAFFING
AND PLACEMENT SERVICES
NO
SUBJECT: Ratify Expenditures in the Amount of $1 ,752 ,038 ,08 and Authorize Increase of Additional
Funds in the Amount of $1,201 ,272 .00 for the Existing Professional Services Agreements
for Technology Staffing and Placement Services w ith Digital Intelligence Systems
Corporation, Matrix Resources Inc., and Sentari Technologies, Inc., for the Information
Technology Solutions Department (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to ratify expenditures in the amount of
$1 ,752 ,038 .08 and authorize an increase of funds to the dollar cap for the existing professional services
Agreements for Technology Staffing and Placement Services with Digital Intelligence Systems Corporation,
Matrix Resources, Inc., and Sentari Techno logies , Inc., in the amount of $1 ,201,272.00 for a total of
$2,953 ,310 .08 for the Information Technology Solutions Department.
DISCUSSION:
On October 27, 2009 , (M&C C-23876) the City Council authorized the City Manager to engage in four
professional services Agreements for Information Technology (IT) contract staffing follow ing a Request for
Proposal process . The term of each Agreement was one year with up to three one-year renewals. The
City uses staff augmentation to supplement City resources for projects that are finite or specialized in
nature or to temporarily fill staff vacancies. No guarantee of a specific volume of services was made to the
vendors and has been contingent upon staffing levels and projects over the course of t he terms of the
contracts.
The initial Mayor and Council Communication (M&C) described a projected annual cost in the amount of
$1 ,660 ,672.00. Despite the annualized nature of the contract terms , the projected cost, and the annual
appropriation of funds with each budget, the dollar authorization for the total contractual expenditures was
approved i ncrementally as follows:
Date M&C Amount+
Administrative
Amendments
10/27/2009 C-23876 $ 993 ,725.00
8/24/20 10 G-17029 $ 932,467.00
11/16/2010 C-24607 $ 793 ,028.00
3/22/2011 G-17239 $1 ,532 ,000.00
Total $4,251,220.00
Since 2011 , Staff failed to increase the contract.ual authority as required , although necessary funding was
appropriated. Lack of correlation between contract authorizations and term extensions contributed to this
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oversight. As a result, actual expenditures and pending invoices totalled $6 .0 million , leaving a gap in
Council authorization in the amount of $1 . 75 million. Fiscal Year 2010 and Fiscal Year 2011 costs were
driven by the outsourcing review which resulted in an unusually high turnover rate among Staff (38
positions).
The following table is a summary by vendor of actual expenditures for the Agreements:
FY2010 FY2013 I TOTAL I .---------------,;,,=====
DISYS II~ I <+•0 .0'+::I . /' ::Ill~) O,.:>. I .:2.50 I$ 510,881.051
HUDSON o .oo I$ 94,760.001
MATRIX 1$1 ,657 , 132 .301
,086.831$3, 740 ,484.731
2.73 l$6,oo3.258.oa1
TOTAL AUTHORIZATION $1 ,995,111 .39 $1 ,727 ,986 .02$ 528 ,1 22.59 O.OOl$4 ,251 ,220.00I
!EXPENDITURES TO BE RATIFIEDII Ii II$ 861,705.35ll$890 ,332.73ll$1 ,752 ,038 .08I
TOTAL EXPENDITURES ,111 .39 $1,727,986 .0
SENTARI
Additional procedures have been implemented to better manage future Agreements to ensure a consistent
process for amendments and renewals.
In addition to ratification of expenses already incurred, Staff projects that $1 .2 million will be necessary
through the remainder of the contract terms which expire on November 12, 2013 . The increased need
during Fiscal Year 2013 is primarily driven by needs for Project Management and specific technical
resources for projects such as Work Order and Asset Management, Payment Card Industry (PCI)
Compliance, Construction of Radio Towers and the new Public Safety (P25) Radio System. Necessary
funds are included in the budget as appropriated.
This M&C will increase the cap in spending in aggregate for the two vendors that IT Solutions will continue to
use . Digital Intelligence Systems Corporation has not met its M/WBE commitment and will not be used for
the remainder of their staff augmentation Agreement. Staff will return for City Council authorization for new
Agreements prior to November 12, 2013.
M/WBE Office: Matrix Resources, Inc., and Sentari Technologies , Inc., each agree to maintain their initial
M/WBE commitment of 10 percent made on the original Agreements and extend and maintain that same
M/WBE commitment of 10 percent to all prior ratifications, administrative changes and increases of funds up
to and inclusive of this Amendment. Therefore, Matrix Resources Inc ., and Sentari Technologies, Inc., each
remains in compliance with the City's M/WBE Ordinance and attests to its commitment by its signature on the
Acceptance of Previous M/WBE Commitment form executed by an authorized representative of its company.
ADMINISTRATIVE AMENDMENT -An administrative amendment or increase may be made for each
Agreement by the City Manager for an amount up to $50,000.00 and does not require specific City Council
approval as long as sufficient funds have been appropriated .
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current operating
budgets , as appropriated, of the participating departments .
TO Fund/Account/Centers
Submitted for City Manager's Office by:
Originating Department Head:
FROM Fund/Account/Centers
Susan Alanis (8180)
Peter Anderson (8781)
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M&CReview
Additional Information Contact:
ATTACHMENTS
Mai Tran (8858)
Barbara Hines (8540)
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4 /26 /2013