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Home My WebLink AboutContract 45293-A1 FoRTWORTH COMMU NNO L MAI April 10, 2014 Herrera&Ware Research Solutions,LLC Attn: Anne Ware, Member 23901 Redbird Trail Marble Falls,TX 78654 RE: Administrative Amendment to CSC No.45293 At your request, the City of Fort Worth is processing an Administrative Amendment to City Secretary Contract No. 45293 (`Agreement") between the City and Herrera & Ware Research Solutions, LLC for the purpose of adjusting the due dates for deliverables in Exhibit A,Action Steps, Sub-Steps. Scope of Work, Deliverables'and Deadlines & Installment Payments. In support of this amendment,Section 4,Compensation,of the agreement states the following: 4.4 Consultant and the City understand that completion of many of the deliverables is dependent on collaborative work by both parties and on meeting with multiple stakeholders from various organizations. As such, it may be necessary to modify the timeline and/or due dates for deliverables as the project progresses. In such cases and where appropriate, the parties may agree, in writing, to extend or modify any of the time deadlines set forth in this Agreement. The attached Exhibit A is hereby incorporated into the Contract for all purposes and supersedes the prior Exhibit A. All references to Exhibit A in the Contract shall refer to the attached Exhibit A. All terms and conditions of the Contract that are not expressly amended pursuant to this amendment shall remain in full force and effect, and all terms in this First Amendment that are capitalized but not defined shall have the meanings assigned to them in the Agreement. In addition, possible future amendments to the Agreement requiring additions/deletions to the Scope of Services and/or an increase in compensation amount will require a formal amendment process, thereby requiring additional processing time. For further assistance regarding this agreement, please contact Marian Pardue, Sr. Contract Compliance Specialist at (817) 392-5703 or Sheri Endsley at(817) 392-5726. Sincerely, ACKNOWLEDGEMENT: i chard Zavala,Director Anne Ware,Member P ks and Community Services Department Herrera and Ware Research Solutions,LLC C: Richard Zavala,Director Sandra Youngblood,Assistant Director Sheri Endsley,District Superintendent OFFICIAL RECORD Marian Pardue,Sr.Contract Compliance Specialist (;ITV SECRETARY .COMA x �NiNE�VN,. Herrera and Ware Contract File (45293) FT.WORTH, TX PARKS AND COMMUNITY SERVICES DEPARTMEN THE CITY of FORT WORTH * 4200 Snirm FREEWAY * FORT WORTH, TEXAS 76115-1499 817-871-PARK* Fax 817-871-5724 Printed on recycled paper - EXHIBIT A ACTION STEPS,SUBSTEPS,SCOPE OF WORK, DELIVERABLES, DEADLINES& INSTALLMENT PAYMENTS (Amended April 2014) Table 1.Action Steps for CFW/SPARC Implementation of a qty-Wide Data Sharing System for OST Programs In the Fort Worth Area SPARCACrION STEP 1:CONDUCTA NEEDS ASSESSMENT AT DST AND DISTRICr SITES-The purpose Is to gather Information about OST programs,practices,uses pf daa, resources,constraints and expectations that can be used to make recommendations for the development of the data sharing system. Installme SPARCSub-steps Consultant Scope of Work Deliverables Deadline nt Payment 1.1 Develop interview Interview SPARC Staff, review SPARC documents and draft two Preliminary draft of CST and 01/13/2014 $6058.00 protocols interview protocols for Interviews with DST and school district school district interview topics staff. and questions 1.2 Conduct a kick-off meeting Attend meetings with SPARC staff to plan the kickoff meeting, Meeting agendas,PowerPoint 01/31/2014 $1345.00 with DST planning team participate in the kickoff meeting as co-facilitator with SPARC slides and handout for kick-off staff. meeting 1.3 Schedule and conduct Train H&W staff on interview protocol. Conduct one-hour Final draft of interview 3131/2014 $4850.00 interviews interview with 12 CST providers and 9 school district data staff. protocols,list of dates,times and persons Interviewed at each site 1.4 Assess readiness of CST Analyze data gathered from DST and school district site Interim report submitted to the 4/30/2014 $8807.00 sites interviews. Prepare an Interim report summarizing the results of City 1.5 Prepare summary report the site interviews,Including an assessment of sites'readiness to use a data system,their current use of data,their expectations for the System,and recommendations for how the System can be used to meet the needs of the OST and school district sites SPARCAMON STEP 2:ADDRESS FERPA ISSUES-The purpose is to ensure a legal data sharing process that meets all FERPA regulations and alleviates providerand district concerns about privacy and confidentiality. Installme SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt Payment 2.1 Review regulations and Review FERPA regulations and school district data policies and 2/28/2014 $1975.00 OST procedures procedures. Identify district data staff for interview. Summary of key issues, potential barriers and recommended procedures for a 2.2 Review policies of other Conduct 2-3 phone interviews with CST sites In other cities that FERPA compliant data sharing 03/31/2014 $500.00 DST organizations are Currently using data sharing systems. process. 2.3 Consult with legal counsel Participate in a 1-1/2 hour meeting with SPARC staff and Summary of meeting. 4/30/2014 $1125.00 appropriate legal counsel to ensure compliance with all applicable federal, state, and local laws, rules and regulations and obtain legal feedback and recommendations. Send FERPA summary to legal counsel prior to meeting. 2.4 Draft compliance Prepare a draft of compliance procedures,including a template Meeting agendas,PowerPoint 5/31/2014 $3355.00 procedures for OST sites and school district to use for MOU's and date slides and handouts for sharing agreements. stakeholder meeting. 2.5 Prepare MOU/data sharing templates Professional Services Agreement with Herrera and Ware Research Solutions,LLC Page 1 of 3 EXHIBIT A ACTION STEPS,SUBSTEPS,SCOPE OF WORK, DELIVERABLES, DEADLINES&INSTALLMENT PAYMENTS (Amended April 2014) SPARC ACTION STEP 3: CONDUCT STAKEHOLDER MEETING—The purpose is to obtain feedback from key stakeholders that can be used to guide the development, Installation and maintenance of the system. Instailme SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt Payment 3.1 Review needs assessment Participate in SPARC planning meeting to review results of needs Meeting agendas,PowerPoint 05/31/2014 $2634.00 and FERPA procedures with assessment and FERPA review and plan stakeholder meeting. slides and handouts for SPARC. Prepare consultant materials for stakeholder meeting, present stakeholders meeting. PowerPoint summary of needs assessment and FERPA review at 3.2 Prepare and schedule stakeholder meeting. meeting. 3.3 Conduct the meeting. SPARCACfION STEP 4: DEVELOP LOGIC MODEL—The purpose is to provide a written description of a data sharing process that can be used as a guide for the development of an RFP,selection of a vendor and implementation of they system. Installme SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt Payment 4.1 Finalize date system Prepare a narrative and/or logic model proposal describing how Narrative and/or logic model of 06/30/2014 $7000.00 expectations and the data sharing process should work.Prepare a list of data that data sharing process submitted recommendations. OTS sites and districts will be expected to provide. Include a to CFW. recommended timeline for gathering,uploading and reporting 4.2 Develop logic model. the data to the system. Professional Services Agreement with Herrera and Ware Research Solutions,LLC Page 2 of 3 EXHIBIT A ACTION STEPS,SUBSTEPS,SCOPE OF WORK, DELIVERABLES, DEADLINES& INSTALLMENT PAYMENTS (Amended April 2014) SPARC ACTION STEPS:SELECT VENDOR—The purpose is to select a vendor orsoftware developer most qualified to provide a data sharing system that meets the expectation s described in the logic model. Instalime SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt Payment S.1 Recruit a selection team, Meet with SPARC to discuss potential team members, provide List of potential team members. 7/31/2014 $500.00 schedule,meetings recommendations and contact information, contact potential members. S.2 Investigate software Participate in three vendor selection team meetings as a member Meeting agendas,PowerPoint 08/31/2014 $1350.00 products,determine if of the team. Present summary of logic model to vendor selection slides of logic model system should be team. presentation. purchased or built. 5.3 Write RPF/RPQ for data Collaborate with SPARC staff to write the scope of work and Scope of Work and evaluation 09/30/2014 $2098.00 system vendor and for an evaluation criteria sections of the Request for Proposals(RFP). criteria submitted for inclusion institution to house the in the RFP. system. SA Evaluate applications, Review applications and evaluate each according to the Copies of the consultant ratings 10/31/2014 $1350.00 select vendor and evaluation criteria. Participate in team meetings to make vendor and rationale for each institution for housing the recommendations to CFW. application. data. SPARC ACTION STEPS: DEVELOP AND PILOT SYSTEM—The purpose is for the Vendor to Install a user-friendly data sharing system thoroughly tested by DST staff using site and school district data. Instalime SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt Payment 6.1 Recruit pilot School N/A—SPARC will conduct this task. N/A N/A N/A Districts and OST sites. 6.2 Conduct Kick-off meeting Participate in a meeting with SPARC to plan pilot kick-off meeting. Meeting agendas,PowerPoint 08/31/2014 $3898.00 with pilot group. Prepare drafts of forms and procedures for pilot sites to use for slides,draft of forms and gathering and reporting data. Participate in kick-off meeting— procedures. discuss logic model, data collection/reporting processes, MOUs and data requests. 6.3 Prepare MOUs and data Meet with pilot OST providers to review and finalize their MOUs MOUs and data requests form 09/30/2014 $2250.00 requests and submit to and first data requests for submission to two pilot School pilot sites are ready for School Districts. Districts. submission to the school districts. 6.4 Identify process for Participate in planning sessions with vendor,data housing Meeting agendas and notes 11/30/2014 $900.00 transferring School District Institution,School District staff and SPARC to determine data date to vendor. transfer process. TOTAL $49,995.00 Professional Services Agreement with Herrera and Ware Research Solutions,LLC Page 3 of 3 Mills, Stephanie From: Wallach, Tyler Sent: Wednesday, November 12, 2014 12:47 PM To: Mills, Stephanie; Pardue Paschall, Marian Subject: RE: amendment 3 Stephanie, In this instance and for this circumstance only, the administrative amendment was permitted. Tyler F. Wallach Assistant City Attorney II 1000 Throckmorton Street Fort Worth,Texas 76102 817-392-7607 Tyler.W al lachgfortworthtexas.gov City of Fort Worth— Working together to build a strong community. FORT WORTH,. 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 Tyler Wallach at the City of Fort Worth City Attorney's Office(817)392-7607. From: Mills, Stephanie Sent: Wednesday, November 12, 2014 7:15 AM To: Pardue Paschall, Marian Cc: Wallach,Tyler Subject: FW: amendment 3 Marian, Ok,Thanks! I will keep it off to the side until Tyler comes to change it. Tyler: Will you please reply to this email a confirmation that the first amendment is ok as is, without any CMO or Law signatures needed? I will need to place that in the file with the copy of the first amendment. Thanks! Stephanie Mills i Administrative Technician City Secretary's Office City Hall 1000 Throckmorton St Fort Worth, TX 76102 817-392-6090 stephanie.mills @fortworthtexas.gov City of Fort Worth— Working together to build a strong community. FORT WORTH, U From: Pardue Paschall, Marian Sent: Tuesday, November 11, 2014 5:10 PM To: Mills, Stephanie Subject: RE: amendment 3 Stephanie–That should be actually be the 2nd Amendment. The first one was done Administratively with the permission of Legal. Here is#1. We are working to correct the one you have to say Second. I have to contact the Consultant to get their approval. Once I get this, Tyler Wallach will come get the Amendment and Mark it "Second" instead of"Third" From: Mills, Stephanie Sent: Tuesday, November 11, 2014 4:01 PM To: Pardue Paschall, Marian Subject: amendment 3 Hello! I received Amendment 3 to Contract 45293 (agreement with Herrera and Ware). I am not finding any record of Amendment 1 or 2. Please forward me copies of Amendments 1 and 2 at your convenience–as I cannot process a#3 without having the first 2. Thanks! Stephanie Mills Administrative Technician City Secretary's Office City Hall 1000 Throckmorton St Fort Worth,TX 76102 817-392-6090 stephanie.mills @fortworthtexas.gov City of Fort Worth— Working together to build a strong community. FORT WORTH.. 2