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HomeMy WebLinkAboutContract 42344-A4 CITY SECRETAW Lg,ALl CONTRACT NO. 4-a M 44 AMENDMENT NO. 4 TO CITY SECRETARY CONTRACT No. 42344 Professional Services Agreement with Accela, Inc. WHEREAS, the City of Fort Worth (City) and ACCELA, Inc., (Consultant) made and entered into a Professional Services Agreement, styled and recorded as City Secretary Contract No. 42344, (the Agreement) which was authorized by City Council via M&C G-17379 on September 20, 2011; and WHEREAS, the Agreement involves implementation services for Workorder and Asset Management System software and implementation services for the Stormwater Utility; and WHEREAS, the Agreement was amended on September 14, 2012 by City Secretary Contract No. 42344-A1 and on May 30, 2013 by City Secretary Contract No. 42344-A2 to extend the term of performance until the contract funds have been expended. WHEREAS, the Agreement was amended on August 6, 2013 by City Secretary Contract No. 42344-A3 to include an increased scope of work and revised fee. WHEREAS, it has become necessary to execute Amendment No. 4 to the Agreement, to further extend the term of performance, amend the compensation provisions and revise fee the payment schedules. NOW THEREFORE, City and Consultant, acting herein by and through their duly authorized representatives, enter into the following agreement, which amends the Agreement: 1. Section 1, 'Scope of Services,' of the Agreement is hereby amended to revise the scope of services set forth in Exhibit A, by amending Appendix B, Change Order (CO) #05, as set forth and stated in CO #07, which is attached hereto, incorporated herein and made a part of the Agreement for all purposes. m 2. m_ � Section 2, 'Term,' of the Agreement is amended to be and read: rn 0 T This Agreement shall commence upon October 1, 2011 ("Effective Date") and shall continue for implementation until December 30, 2014, and shall continue for maintenance until September 30, 2016, unless terminated rn o Amendment No.4 to CSC No.42344 a City of Fort worth_ACCela,Inc. OFFICIAL RECORD Pagel of3 CITY SECRETARY FT. WORTH, TX earlier in accordance with the provisions of this Agreement or further extended upon mutual written consent of the parties. 3. Section 3, 'Compensation,' of the "Professional Services Agreement" is amended to be and read: The City shall pay Consultant an amount not to exceed $880,103.91 in accordance with the provisions of this Agreement and the Payment Schedules attached as Exhibit "B," Attachment "A-1," and Attachment "B-1," which are incorporated for all purposes herein. Consultant shall not perform any 2dditional 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 expenses of Consultant not specified by this Agreement unless the City first approves such expenses in writing. 4. Table 1 of Exhibit "B," "Statement of Work Payment Schedule" is amended to revise Appendix 1, as attached and incorporated into this Agreement for all purposes. Exhibit "B", Attachment "A-11", "License Payment Schedule," and Exhibit °B," Attachment "13-1," "Maintenance Payment Schedule" are hereby amended and revised as attached, and incorporated herein into this Agreement for all purposes. Attachment "A-1" includes $76,965.00 for additional user licensing. Attachment "13-1" includes $218,787.91 for annual maintenance and support for the remaining contract term. This Amendment takes precedence and supersedes all other documents and discussions regarding Payment Schedules. 5. All other provisions of the Agreement, which are not expressly amended herein, shall remain in full force and effect. Amendment No.4 to CSC No.42344 City ofFott Wocth_Accela,Inc. Page 2 of 3 EXECUTED and AGREED on this tholYay o , 2014, in Fort Worth, Tarrant County, Texas. CITY OF FORT WORTH ATTEST: F 000 � O Fernando Costa Mary Wysef ° Assistant City Manager City S cretary APPROVED AS TO FORM CONT ACT AUTHORIZATION: AND LEGALITY: M$C: — Approved: J�Q1►�1 aleshia . Farm Senior Assistant City Attorney ACCE , INC ATTEST: By: w4l V"- / '( .L \'� Name: 'X*4. M.-.s Colin Samuels Title: C h:df Fea.. a.-I •44..i Assistant General Counsel Amendment No.4 to CSC No.42344 City offort Wes'-Accela,Inc. Page 3 OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX ATTACHMENT A-1 LICENSE PAYMENT SCHEDULE Deliverables Quantity Fees Upon Signing Accela Automation Asset Management Server License (Includes 5 1 $54,995.00 Named User Licenses) Accela Automation Asset Management Additional Named User 20 $43,980.00 Licenses (4 User Packs) Accela Mobile Office Server License(Includes 5 Named User Licenses) 1 $49,995.00 Accela Mobile Office Additional Named User Licenses(1 User Pack) 5 $10,995.00 Accela GIS Server Licenses (Includes 5 Named User Licenses) 1 $10,995.00 Accela GIS Additional Named User Licenses (4 User Packs) 20 $13,180.00 30%Customer Discount N/A ($55,242.00) Accela Automation Asset Management Additional Named User 10 $21,990.00 Licenses (5 Named User Per Pack) Accela Mobile Office Additional Named User Licenses (5 User Pack) 15 $32,985.00 40%Customer Discount N/A ($21,990.00) Accela Automation Asset Management Additional Named User 10 $21,990.00 Licenses (5 User Packs) Accela Mobile Office Additional Named User Licenses(5 User Pack) 10 $21,990.00 Total of License Fees $205,863.00 END OF DOCUMENT Amendment No.4 to CSC No.42344 Attachment A-1 License Payment Schedule City of Fort Worth—Accela,Inc. Page IofI ATTACHMENT B-1 MAINTENANCE PAYMENT SCHEDULE Deliverables Fees First-Term Annual Maintenance for Accela Automation Asset Management(1 Server License 25 Named User Licenses) $19,795.00 First-Term Annual Maintenance for Accela Mobile Office(1 Server License and 10 Named User Licenses) $12,198.00 First-Term Annual Maintenance for Accela GIS(1 Server License and 25 $4,835.00 Named User Licenses) Second-Term Annual Maintenance for Accela Mobile Office(10 2,748.75 Additional Named User Licenses Second-Term Annual Maintenance for Accela Automation Asset Management(1 Server License 35 Named User Licenses) $25,380.70 Second-Term Annual Maintenance for Accela Mobile Office(1 Server License and 10 Named User Licenses) $19,526.88 Third-Term Annual Maintenance for Accela Automation Asset Management(1 Server License 35 Named User Licenses) $26,903.54 Third-Term Annual Maintenance for Accela Mobile Office(1 Server License and 25 Named User Licenses) $20,698.49 Fourth-Term Annual Maintenance for Accela Automation Asset Management(1 Server License 35 Named User Licenses) $28,517.75 Fourth-Term Annual Maintenance for Accela Mobile Office(1 Server License and 25 Named User Licenses) $21,940.40 Fourth-Term Annual Maintenance for Accela Automation Asset Management( 10 Additional Named User Licenses-August 1,2014 to $5,131.00 September 29,2015(425 Days)) Fourth-Term Annual Maintenance for Accela Mobile Office(10 Additional Named User Licenses-August 1,2014 to September 29, $5,131.00 2015(425 Days)) Fifth-Term Annual Maintenance for Accela Automation Asset Management(1 Server License 45 Named User Licenses) $34,890.70 Fifth-Term Annual Maintenance for Accela Mobile Office(1 Server License and 35 Named User Licenses) $27,918.70 Total of Maintenance Fees for 5 Year Term of Contract $255,615.91 END OF DOCUMENT Amendment No.4 to CSC No.42344 Attachment B-1 Maintenance Payment Schedule City of Fort Worth—Accela,Inc. Page 1 of 1 DocuSign Envelope ID:012CO7DA-E883-49AA-BAEA-2AD010EOFF8A Accela, Inc. Change Order—Work Authorization Form CHANGE ORDER #07 Agency: Cit of Fort Worth, TX CO#: 07 Project Code: FORT1AAIMP Date: 08/21/2014 Initiating Department: Services Initiated By: Dave Young Change Category: El Product Z Project Contract Maintenance PROJECT CHANGE DESCRIPTION/TASK SUMMARY: Purpose: This Change Order#07 amends Change Order#05,extends the project timeline,and corrects and clarifies certain verbiage and numeric representations in the original Change Order#05,dated 05/03/2013,signed and accepted by City of Fort Worth on 09/09/2013. Description: 1) The project timeline, and the expiration date for Change Order#05, are hereby extended to December 31, 2014. 2) The sections titled"Description"through and including"New Milestones to support Phased Go-Live"in Change Order#05 are replaced in their entirety with the following: Description: The following sections provide the detail of new tasks and updates to existing payments in order to support the phased go-live. See Appendix 1 for updated Payment Schedule. Definition of Phase 2: Phase 2 of the implementation is an upgrade to version 7.3.1 of Accela Automation, and includes the following new tasks and a Phase 2 Go-Live milestone: • Project Management—60 hours of additional Project Management time. • Configuration Updates—340 hours of consulting support,updates to existing configuration and new configuration based on 7.3.1 feature set. These hours can be used at the Agency's discretion for Accela Automation configuration,scripting and report updates. • Issue Resolution—72 hours of issue resolution in support of testing new features and integration into existing configuration. • Phase 2 Go-Live--Milestone representing completion of upgrade to Accela Automation 7.3.1. • Post Phase 2 Go-Live Support—Any remaining hours and travel expenses not utilized through Phase 2 Go-Live. Hours/dollars may be used at the City's discretion on a Time and Material basis. Hours may be redistributed among these tasks at Agency's discretion. The following line items 1 and 2 found in Appendix 1 of this Change Order#07 represent the additional hours herein allocated for work on this project,at two different rates. 1.As Requested Services for Phase II—134 hours @ 134 @$140/hr $18,760 $140/hr 2. Phase 2 Services—338 hours @$200/hr plus$4,000 338 @$200/hr $67,600 travel expenses 3.Travel expenses,above $ 4,000 Totals added to the project per Change Order#05 472 hours $90,360 nsfer of travel expenses to services: 0 2014 Accela,Inc. FORT IAAIMP—Change Order#07 Page 1 of 2 DocuSign Envelope ID:012CO7DA-E883-49AA-BAEA-2AD010EOFF8A Accela, Inc. Change Order—Work Authorization Form There is a remaining balance in travel expenses of$3097.36 after the addition of$4000 authorized by Change Order#05. This Change Order hereby converts the balance in travel expenses into 15 hours of additional consulting services at$200 per hour. As a result,$3000 in travel expenses are removed from the project. Services converted from Travel Expenses 15 @$200/hr T$ 3,000 his Change Order adds(472+15=)487 hours at a price of$90,360 to the project, FORTIAAIMP. The following tasks will be updated: • Retention,75%of the original contractual retention amount of$91,182.00 will be released upon completion of the Phase 1 go-live,specifically,turnover to the Accela Customer Resource Center. The additional 25%will be released two weeks following the Phase 2 go-live. New Deliverables/Milestones to support Phase 2: Description/D6verable Hours Project Management 60 Configuration Updates 355 Issue Resolution 72 Phase 2 Go-Live milestone N/A Post Phase 2 Go-Live Support Remainder Total 487 3) Total Project Resource Impact is hereby revised as follows:Addition of 487 hours of Accela staff time. 4) Total Project Cost Impact is hereby revised as follows: Addition of 134 Time and Materials hours at a rate of$140/hour for a total of$18,760.00. Addition of 338 Time and Materials hours at a rate of$200/hour for a total of$67,600.00. Addition of 15 Time and Materials hours at a rate of$200/hour for a total of$3000.00. Total hours=487. $1000 Travel Expenses. Total amount=$90,360. Internal Project Management Notes: 338 hours at$200/hr,and$4000 in travel expenses were already added to OpenAir previously with execution of Change Order#05. This Change Order#07 which amends Change Order#05, results in a net addition of(487—338=)149 hours to OpenAir as 134 hours @$140/hr,and 15 hours @$200/hr, AND a net deduction of$3000 in travel expenses. DISPOSITION COMMENTS: Disposition: Z Approved Rejected Closed See Comments Date: SIGNATURE 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 ©2014 Accela,Inc. FORTIAAIMP—Change Order#07 Page 2 of 3 DocuSign Envelope ID:01 2CO7DA-E883-49AA-BAEA-2AD01 CEOFF8A Accela, Inc. Change Order—Work Authorization Form 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 supersedes all other documents and discussions regarding this subject matter. `Accepted By: Accepted By: Mty of Fort Worth,TX Accela, Inc. Doeusioned by: By: (.O-v�6�^ By: EK, 1218NAE. Print Name: h Anclo Print Name: Keith zi el enski Title: .e,-• r Title: VP Professional services Date: 9/zS/ Date: 9/3/2014 ©2014 Accela,Inc. 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H 4 .p < •4 O v v S u u °— b E ffi ^ u y u $ q y U E ^ « ? �Yoo nBeN `mAE � � E < < sD odss000g � � o = s - ° `" � °a � M&( Rey 1�21Vti Page 1 oft Official site of the City of Fort Worth,Texas oR_ Wan CITY COUNCIL AGENDA F COUNCIL ACTION: Approved on 9/16/2014 -Ordinance No. 21456-09-2014 DATE: 9/16/2014 REFERENCE NO.: **C-26978 LOG NAME: 20SW-WOAMS- AMENDMENT-4 CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Execution of Amendment No. 4 to City Secretary Contract No. 42344 with Accela, Inc., in the Amount of$295,752.91 for Work Order and Asset Management System Software Licensing and Maintenance for the Stormwater Utility, Thereby Increasing the Total Contract Cost Amount Not to Exceed $880,103.91, Increasing Appropriations in the Stormwater Utility Fund in the Amount of$295,752.91, Decreasing Unrestricted Net Position by the Same Amount and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Authorize the execution of Amendment No. 4 to City Secretary Contract No. 42344 with Accela, Inc., in the amount of$295,752.91 for Work Order and Asset Management System software licensing and maintenance for the Stormwater Utility, thereby increasing the total contract cost amount not to exceed $880,103.91. 2. Adopt the attached supplemental appropriation ordinance increasing appropriations in the Stormwater Utility Fund in the amount of$295,752.91 and decreasing the unrestricted net position by the same amount. DISCUSSION: The amendment recommended by this Mayor and Council Communication will authorize funding for additional user licenses in the amount of$76,965.00 and four years of system-wide maintenance and support for the Accela Work Order and Asset Management System in the amount of$218,787.91 for a total of$295,752.91, thereby increasing the total contract cost amount not-to-exceed $880,103.91. The Accela Work Order and Asset Management System has enhanced work process efficiencies, improved data integrity and enabled critical data to be retrieved and communicated from the field. Since implementation, the benefits of expanding the use of the system and deploying mobile access to additional work functions and field crews has become evident. On September 20, 2011, (M&C G-17379) the City Council approved an Agreement with Accela, Inc., for Work Order and Asset Management System software and implementation services for the Stormwater Utility. Two no-cost amendments were subsequently executed to extend the term of performance of the Agreement. M m On August 6, 2013, (M&C C-26375) the City Council approved Amendment 3 to City Secretary Contract No. 42344 with Accela, Inc., in the amount of$71,600.00 to procure additional configuration, M training and support for valuable new system features that were developed by Accela, Inc., since the ° execution of the original Agreement. cn M M/WBE Office-A waiver of the goal for MBE/SBE subcontracting requirements was requested by the DO Transportation Public Works Department and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. httD://apps.cfwnet.org/council_packet/me review.asp?ID=19894&councildate=9/16/2014 9/22/2014 M&C Review Page 2 of 2 ADMINISTRATIVE AMENDMENT-An administrative Amendment or increase may be made by the City Manager in the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. This project will include ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations and adoption of the attached supplemental ordinance, funds will be available in the current operating budget, as appropriated, of the Stormwater Utility Fund. Upon approval, the available cash balance of the Stormwater Utility Fund will exceed the minimum reserve as outlined in the Financial Management Policy Statements. TO Fund/Account/Centers FROM Fund/Account/Centers 2) PE69 539120 0209000 $295.752.91 1) PE69 539120 0209000 $295.752.91 Submitted for City Manager's Office by: Fernando Costa (6122) Originating Department Head: Douglas W. Wiersig (7801) Additional Information Contact: Maenica Berry (8198) ATTACHMENTS 20SW-WOAMS-AMENDMENT-4 AO.doc httD://apps.cfwnet.org/council_packet/mc review.asp?ID=19894&councildate=9/16/2014 9/22/2014