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TO CITY SECRETARY CONTRACT No. 45294
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E/ 01 6 P the City of Fort Worth (CITY) and Halff Associates, Inc. ,
(ENGINEER) made and entered into City Secretary Contract No. 45294, (the
CONTRACT) which was administratively authorized on the 14th day of
January, 2014 in the amount of $40, 000; and
WHEREAS, the CONTRACT involves professional services for the
following project:
Stormwater Development Review Records Management; and
WHEREAS, Amendment No. 1 to the CONTRACT was approved by City
Council on the 5th day of May, 2015 (M&C C-27281) in the amount of
$49, 310; and
WHEREAS, it has become necessary to execute Amendment No. 2 to the
CONTRACT to include an increased scope of work and revised fee.
NOW THEREFORE, CITY and ENGINEER, acting herein by and through their
duly authorized representatives, enter into the following agreement,
which amends the CONTRACT:
1 .
Article I of the CONTRACT is amended to include theadditional
))
professional services specified in a proposal dated December Hs, 2016, a
copy of which is attached hereto and incorporated herein. The cost to
City for the additional professional services to be performed by ENGINEER
totals $27,000. (See Attached Funding Breakdown Sheet, Attachment B2)
2.
Article II of the CONTRACT is amended to provide for an increase in
the fee to be paid to Engineer for all work and services performed under
the Contract, as amended, so that the total fee paid by the City for all
work and services shall be an amount of $116,310.
City of Fort Worth
Professional Services Agreement Amendment Template
PMO Official Release 8/1/2012 OFFICIAL.RECORD
Page 1 of 3
CITY SECRETARY
t
FT.WORTH,TX
3 .
All other provisions of the Contract, which are not expressly
amended herein, shall remain in full force and effect.
EXECUTED and EFFECTIVE as of the date last written by a signatory,
below.
APPROVED:
. City of Fort Worth ENGINEER
Halff Associates, Inc.
Jesus J. Chapa Erin Atkinson
Assistant City Manager Vice President
DATE: DATE: 12/19/2016
APP OVAL RECOMMENDED:
6,
47
Cz� Doug W' rsig
Director, TPW Department Frank Steven Mason, P.E, CFM
Project Manager
APPROVED AS TO FORM AND LEGALITY: M&C: N
Date:
Doug Black
Assistant City Attorney
ATTEST:
O� ®lT!'IiC�
ary J. er *'
City Secretary €
C hPIE)
City of Fort Worth
Professional Services Agreement Amendment Template OFFICIAL RECORD
PMO Official Release 8/1/2012
Page 2 of 3 CITY
�SECRETARY
WORTH,FT. ORT H, T
FUNDING BREAKDOWN SHEET
City Secretary No. 45294
Amendment No. 2
Department Fund-Account-Center Amount
Total :
City of Fort Worth
Professional Services Agreement Amendment Template
PMO Official Release 8/1/2012
Page 3 of 3
p;p HALFF
December 19, 2016
AVO 29849
Mr. Greg Simmons, P.E., CFM
Assistant Director
Transportation and Public Works Department
Stormwater Management Division
City of Fort Worth
1000 Throckmorton
Fort Worth,TX 76102
RE: Contract Amendment for Stormwater Development Review Records Management—Amendment
to City Secretary Contract No.45294
Dear Mr. Simmons:
Halff Associates is pleased to present this Amendment to the Scope of Services for the above referenced
project. This amendment includes the tasks required to track additional information related to the
metrics associated with an overall project and add user interface enhancements.
Included is the standard Amendment to Professional Services, Scope of Work (Attachment "A2"),
Compensation (Attachment "62"), Changes to Standard Agreement (Attachment "C2"), and Schedule
(Attachment "D2")to be considered under this amendment.
Thank you for the opportunity to allow Halff to continue assisting the City with this important project, if
you have any questions please feel free to contact me at (817) 847-1422.
Sincerely,
HALFF ASSOCIATES, INC.
Erin Atkinson, PE, CFM, GISP
Vice President
C: Wade Goodman, City of Fort Worth
Steve Mason, P.E,CFM, City of Fort Worth
HALFF ASSOCIATES,INC.
4000 FOSSIL CREEK BOULEVARD TEL (817)847-1422 WWW.HALFF.COM
FORT WORTH,TX 7 613 7-2 72 0 FAX (817)232-9784
ATTACHMENT "A2"
Scope of Work
Stormwater Development Review Records Management
City Secretary Contract No. 45294
The scope set forth herein defines the work to be performed by the ENGINEER in
completing the project. Both the CITY and ENGINEER have attempted to clearly define the
work to be performed and address the needs of the Project. Under this scope, "ENGINEER"
is expanded to include any sub-consultant, including surveyor, employed or contracted by
the ENGINEER.
OBJECTIVE
ENGINEER will enhance an existing records management system and database for the
CITY's stormwater development review tracking process and provide access to the
database through a web based dashboard and interface.
WORK TO BE PERFORMED
ENGINEER will enhance an existing records management system and database for the
CITY's stormwater development review tracking process. The existing database is currently
hosted by the ENGINEER and access to the database is provided to the CITY through
standard internet browsers. The CITY has requested specific enhancements to the
reporting metrics and the database. The ENGINEER will provide the following services and
deliver the requested enhancements through a series of web interface deployments:
Track Metrics Associated with Projects— currently the metrics on the drainage review
database dashboard look at individual Reviews. The database will be modified so that
these metrics can be rolled up to the overall Project level. As part of Amendment 1, the
database relationships were built between the Projects and the Reviews. Amendment 2 will
enforce data integrity between the Projects and Reviews which will allow for the creation of
Project level metrics. The following tasks would be performed as part of this enhancement:
1. Normalize the project list to remove duplicate project entries.
2. Verify all reviews are associated to the correct project.
3. Move the Add Review tool from the Review Listing screen to the Edit Project page.
4. Modify the Edit Project page to list all associated Reviews, the review list will include
hyperlinks to support convenient navigation between the Project and specific
Reviews along with Review statistics.
5. Add a Project Status value to the Project— Project status values currently include
Active, Inactive, Exclude and Complete (additional status values can be added if
needed). The City project manager will manually set the current project status. An
Ad-Hoc Query will be created to support checking for Active Projects with Accepted
FiSWM reviews, which will be an indicator the project should be Complete.
6. Verify Project Types— Define the specific type of projects and which types should be
tracked with metrics.
7. Ad-Hoc Query—The Query tool will be updated to include project status and type.
City of Fort Worth,Texas
Attachment A
PMO Release Date:07/23/2012
Page 1 of 4
8. Modify Dashboard with Project level metrics—A new section will be added to the
Dashboard containing metrics from the perspective of the overall Project and
associated total review time. This section will include the following features:
a. Filter by Project Type— Default will be all project types that have been
accepted.
b. Date range— Default will be Jan. 1 2007 through current (i.e. the complete
database), user will be able to specify alternate start and end dates.
c. Metric—Average number of review cycles to get a completed project.
d. Metric—Average overall time from submission to completion.
e. Metric—Average review time project was with City.
f. Metric—Average review time project was with applicant.
General Database Functionality Enhancements:
1. Provide training and best practices for working with the database and the query tool
to stormwater development review personnel.
2. Create Ad-Hoc Query to find average time for reviews that took greater than 10
business days.
3. Add a dashboard table that lists the Reviews that have been with the City for more
than 8 business days.
4. Add a filter option to the Review Listing screen that is based on Review Status, this
will then allow the Search dialog to be used within the filter.
5. Add IPRC Project Manager— Modify the Edit Review screen to include a data field
for IPRC Project Manager. The dropdown list for this data field will pull values from
the Project Manager table.
6. Project Manager table maintenance—Currently the database contains a table for the
valid CFW Project Managers selection list on the Edit Review screen. A new
selection from the Maintenance dropdown list will be created that will allow the user
to add or modify the existing records in the Project Manager table. The Project
Manager table will also be expanded to include City department, email address, and
notes.
7. Modify the Reviewer table—The existing Reviewer table will be modified to include a
data field for email.
8. Increase the field length for Reviewer Alias—The data field for Reviewer Alias will be
modified by increasing the field length to 30 characters.
9. Project data field modifications—The data field lengths for Description and
Comments will be increased to 2000 characters in the Project table.
10. New database rule—A new rule that prevents the creation of a duplicate stormwater
master numbers will be added to the database.
11. New database prompt—A new prompt will be given if a review tracking record is
assigned a future date.
12. Retain last search criteria—The Project Listing and Review Listing search screens
will be modified to retain the previously entered search criteria.
13. Review table modifications—The Edit Review screen will be modified to increase the
field length for Case No, File No, and Flood Study Number. Each of these fields will
be increased to 75 characters.
City of Fort Worth,Texas
Attachment A
PMO Release Date:07/23/2012
Page 2 of 3
The stormwater development review records management will be developed and hosted on
ENGINEER's server system until the CITY is ready to take ownership. ENGINEER will
provide hosting services until December 31, 2017. Access to the database and the
dashboard will be provided through web forms using standard internet browsers. Supported
web browsers will include Internet Explorer versions 9 or greater, Chrome, and Firefox
running on Windows XP and 7 desktops. ENGINEER will provide a web based security
interface that will allow the CITY to create accounts and control which accounts have view
and edit privileges. The development environment for the custom functionality will use
Microsoft Visual Studio 2015 and the database will be stored in Microsoft SQL Server 2014.
When the CITY takes ownership of the database, ENGINEER has a distribution license for
the Ad-Hoc query tool. If the CITY decides to modify the functionality of the Ad-Hoc queries,
they will need to acquire a development license of this tool. ENGINEER agrees to allow the
CITY to grant access to the database for all identified Stormwater Development Review
stakeholders. ENGINEER retains all intellectual rights and source code associated with the
development of the Stormwater Development Review database and interface.
City of Fort Worth,Texas
Attachment A
PMO Release Date:07/23/2012
Page 3 of 3
ATTACHMENT B2
COMPENSATION
Stormwater Development Review Records Management
City Secretary Contract No. 45294
Time and Materials with Rate Schedule Project
L Compensation
A. The ENGINEER shall be compensated for personnel time, non-labor expenses,
and subcontract expenses in performing services enumerated in Attachment A2
as follows:
i. Personnel Time. Personnel time shall be compensated based upon
hours worked directly in performing the PROJECT multiplied by the
appropriate Labor Category Rate for the ENGINEER's team member
performing the work.
Labor Category Rate as presented in the rate schedule table below is the
rate for each labor category performing the work and includes all direct
salaries, overhead, and profit.
Labor Category Billing Rate
($/hour)
Principal-in-Charge $200.00 - $250.00
Project Manager $150.00 - $200.00
Senior Professional Engineer (PE) $125.00 - $165.00
Junior Professional Engineer (PE) $95.00 - $125.00
Engineer-in-Training (EIT) $85.00- $95.00
Senior Database Programmer $120.00 - $150.00
Junior Database Programmer $100.00 - $120.00
Senior GIS $85.00 - $125.00
Junior GIS $65.00 - $85.00
GIS Intern $55.00 - $65.00
Engineering Intern $60.00- $70.00
CADD Technician $70.00 - $100.00
Contract Administrator $70.00- $150.00
ii. Non-Labor Expenses. Non-labor expenses shall be reimbursed as
Direct Expenses at invoice or internal office cost.
Direct Expenses (non-labor) include, but are not limited to, mileage, travel
and lodging expenses, mail, supplies, printing and reproduction services,
other direct expenses associated with delivery of the work; plus
applicable sales, use, value added, business transfer, gross receipts, or
other similar taxes.
iii. Subcontract Expenses. Subcontract expenses and outside services
shall be reimbursed at cost to ENGINEER plus a markup of ten percent
(10%).
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 1 of 5
B2-1
ATTACHMENT B2
COMPENSATION
iv. Budgets. ENGINEER will make reasonable efforts to complete the work
within the budget and will keep the City informed of progress toward that
end so that the budget or work effort can be adjusted if found necessary.
ENGINEER is not obligated to incur costs beyond the indicated budgets,
as may be adjusted, nor is the City obligated to pay ENGINEER beyond
these limits.
If ENGINEER projects, in the course of providing the necessary services,
that the PROJECT cost presented in Article 2 of this Agreement will be
exceeded, whether by change in scope of the project, increased costs or
other conditions, the ENGINEER shall immediately report such fact to the
City and, if so instructed by the City, shall suspend all work hereunder.
When any budget has been increased, ENGINEER's excess costs
expended prior to such increase will be allowable to the same extent as if
such costs had been incurred after the approved increase.
B. The ENGINEER shall be paid monthly payments as described in Section II -
Method of Payment.
11. Method of Payment
A. The ENGINEER shall be paid by the City based upon an invoice created on the
basis of statements prepared from the books and records of account of the
ENGINEER, based on the actual hours and costs expended by the ENGINEER
in performing the work.
B. Each invoice shall be verified as to its accuracy and compliance with the terms of
this Agreement by an officer of the ENGINEER.
C. ENGINEER shall prepare and submit invoices in the format and including content
as presented in Exhibit 132-1.
D. Payment of invoices will be subject to certification by the City that such work has
been performed.
III. Progress Reports
A. The ENGINEER shall prepare and submit to the designated representative of the
Transportation and Public Works Department monthly progress reports and
schedules in the format required by the City.
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 2 of 5
B2-2
ATTACHMENT B2
COMPENSATION
IV. Execution of Scope of Work
A. The ENGINEER shall execute the tasks associated with the Scope of Work
(Attachment A2) in two (2) phases.
B. The ENGINEER will start each phase after receiving authorization from the CITY.
V. Summary of Total Project Fees
Firm Primary Responsibility Fee Amount %
Prime Consultant
Halff Associates, Inc. Track Metrics Associated with $16,500 61.1%
Projects
General Database $10,500 38.9%
Functionality Enhancements
M/WBE Consultants
None
Non-M/WBE
Consultants
None
TOTAL $ 27,000 100%
Project Number & Name Total Fee (MBE)(SBE) (MBE)(SBE)%
Fee
Stormwater Development Review $ 27,000 $ 0 0%
Records Management
City M/WBE Goal = 0% Consultant Committed Goal = 0%
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 3 of 5
B2-3
EXHIBIT "B2-1"
ENGINEER INVOICE
(Supplement to Attachment 132)
Insert required invoice format following this page, including negotiated total budget and
allocations of budgets across desired work types and work phases.
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 4 of 5
B2-4
Halff Associates, Inc. IInvoice-T&PW
4000 Fossil Creek Boulevard Proj.Invoice No. 4—F184088
Fort Worth,TX 76137 Invoice date:
Tel:817-847-1422 Period (From-To)
Fax: 817-232-9784 Purchase Order#:
email:eatkinson@halffcom T&PW Proj No.
City Secy.Cont.No. 45294
COFW Project Manager Wade Goodman
Consultant's Project Manager. Erin Atkinson, PE,CFM,GISP
Name of Project: STORMWATER DEVELOPMENT REVIEW RECORDS MANAGEMENT PHASE 3
Work Phase STORM DRAINAGE
Revised Amt.
Orig.Amount incl.Amendment
G101 Stormwater Development Review Records Management $ 40,000.00
G102 Stormwater Development Review Records Mgmt.Phase 2 $ $ 49,310.00
GI03 Stormwater Development Review Records Mgmt.Phase 3 $ $ 27,000.00
$
CONTRACT AMOUNT $ 40,000.00 $ 116,310.00
TOTAL CONTRACT AMOUNT $ 40,000.00
TOTAL CONTRACT AMOUNT TO DATE(including amendments) $ 116,310.00
List all amendments to date
(Do not invoice for additional work until the related amendment has been executed by the city)
City Secy. Date
Amendment No. Description Contract No. Executed by Total Amount
for the City
y
1 SDR Phase 2 45294-A1 6/16/2015 $ 49,310
2 SDR Phase 3 $ 27,000
3 $ _
4 $
TOTALS $
TOTAL THIS INVOICE $0.00
Make all checks payable to
Halff Associates,Inc.
Submitted by:
Erin Atkinson,PE,CFM,
GISP
Vice President
Halff Associates,Inc.
4000 Fossil Creek Boulevard
Fort Worth,TX 76137
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 5 of 5
B2-5
ATTACHMENT "C2"
CHANGES AND AMENDMENTS TO STANDARD AGREEMENT
Stormwater Development Review Records Management
City Secretary Contract No. 45294
No changes to the Standard Agreement for Professional Services beyond those listed in
the included documents.
i
City of Fort Worth,Texas
Attachment C
PMO Release Date:05.19.2010
Page 1 of I
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.
Frank Steven Mason,P.E.,CFM
Operations Production Manger
Senior Engineer
' r