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HomeMy WebLinkAboutContract 46814-R1 r CSC No. "1 Z CITY OF FORT WORTH CONTRACT RENEWAL NOTICE 05/08/17 Total Resource Management 510 King Street, Suite 200 Alexandria, VA 22314 Re: NOTICE OF CONTRACT RENEWAL Maxitno Hosting and Technical Services Contract No. CSC No.46814(the"Contract") Renewal Term No. 1:July 2,2017 to July 1,2018 The above referenced Contract expires on July 2, 2017. Pursuant to the Contract,contract renewals are at the sole option of the City. This letter is to inform you that the City is exercising its right to renew CSC No.46814 for an additional one year period, which will begin immediately upon the expiration of the current term and will end on July 1, 2018. All other terms and conditions of CSC No. 46814 remain unchanged. Please return this signed acknowledgement letter, along with a copy of your current insurance certificate,to the address set forth below,acknowledging receipt of the Notice of Contract Renewal. Please log onto Bud.Speed Online at http://fortworthtexas.gov/purchasing to insure that your company information is correct and up- to-date. If you have any questions concerning this Contract Renewal Notice,please contact me at the telephone number listed below. Sincerely yours, Rick Brents,Sr. IT Business Planner Water Department 817-392-8453-Direct 817-392-8699-Fax I hereby acknowledge receipt of the Contract Renewal Notice for CSC No.46814 for a one year period ending on Ju 18. By: Garner R. Bennett, President kftO Date: May 09,2017 Printed Title � 'sQ tgnature I CITY OF FORT WORT^H::) ATTES Jay Chapa,Assistant City Manager Mary J. Kayser,C' S e ry Date: _ 'i) `// M&C No. C-27349 RECOMMENDED BY: Name and Title EOFF.IIIIALECOROECRETARYRTH,TX A6"R"® CERTIFICATE OF LIABILITY INSURANCE 11/1/2016 Div) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(ies) must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTANAME:CT Susan Scott Weaver Bros. Ins.Associates PHONE 301-986-4406 FAX , 301-986-4422 4550 Montgomery Ave.,#300N E-MAIL Bethesda MD 20814 .sscott@weaverbros.com INSURERS AFFORDING COVERAGE NAIC# INSURERA:Travelers Property Casualty Co. of 25658 INSURED TOTAL-4 INSURER B:TRAVELERS INDEMNITY CO OF AMER 25666 Total Resource Management, Inc INSURER C: 510 King Street#200 Alexandria VA 22314 INSURER D INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:372184832 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE DLSUBR POLICY EFF POLICY EXP LIMITS LTR INSD WVD POLICY NUMBER MM/DD/YYYY MM/DD/YYYY A X COMMERCIAL GENERAL LIABILITY ZLP-13T64040-16 10/10/2016 10/10/2017 EACH OCCURRENCE $1,000,000 CLAIMS-MADE X�OCCUR DAMAGE TO RENTED PREMISES Ea occurrence) $300,000 MED EXP(Any one person) $10,000 PERSONAL&ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 X POLICY❑PRO- JECT D LOC PRODUCTS-COMP/OP AGG $2,000,000 OTHER: $ CoMB NED SINGLE LIMIT A AUTOMOBILE LIABILITY BA-4A929657-16 10/10/2016 10/10/2017 Ea accident $1,000,000 X ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ X HIRED AUTOS x AUTOS NON-OWNED PROPERTY DAMAGE $ AUTOS Per accident I $ A X UMBRELLA LIAB X OCCUR ZUP-13T64052-16 10/10/2016 10/10/2017 EACH OCCURRENCE $3,000,000 EXCESS LIAB CLAIMS-MADE AGGREGATE $3,000,000 DED X RETENTION$10,000 1 $ B WORKERS COMPENSATION UB-61-1052752-16-15 10/10/2016 10/10/2017 X PER OTH- AND EMPLOYERS'LIABILITY ,1/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ N/A E.L.EACH ACCIDENT $1,000,000 OFFICER/MEMBER EXCLUDED? (Mandatory in NH) E.L.DISEASE-EA EMPLOYE $1,000,000 if yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000 A Errors and ZPL-13T96640-16 11/14/2016 11/14/2017 Ea.Wrongful Act 5,000,000 Omissions Liability Aggregate Limit 5,000,000 Deductible Ea.Act 25,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Re: MAXIMO The City of Fort Worth is additional insured for commercial general liability. A waiver of subrogation is in favor of the additional insured for worker compensation. A 30 Day notice of cancellation applies. In the event of non payment of premium, only 10 days notice of cancellation shall be given. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Fort Worth THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 1000 Throckmorton ACCORDANCE WITH THE POLICY PROVISIONS. Fort Worth TX 76102 AUTHORIZED REPRESENTATIVE" C' 4A*Z ©1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25(2014/01) The ACORD name and logo are registered marks of ACORD 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. Name of Employee Title This form is N/A as No City Funds are associated with this Contract Printed Name Signature M&C Review Page 1 of 3 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FORT,�.WbRTII COUNCIL ACTION: Approved on 6/16/2015 DATE: 6/16/2015 REFERENCE NO.: C-27349 LOG NAME: 60BRIO CODE: C TYPE: NON-CONSENT PUBLIC HEARING: NO SUBJECT: Authorize Execution of a Contract with Brio Services, LLC, for an Amount Not to Exceed $1,603,103.00 to Provide Program and Software Configuration Program Management for the Upgrade of the Water Department's Work Order and Asset Management System and Authorize Execution of a Contract with Total Resource Management, Inc., for an Amount Not to Exceed $1,237,884.08 to Provide Software Interface Development and Two Years of Hosting Services to Support the Asset Management System Upgrade (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Authorize the execution of a contract with Brio Services, LLC, for an amount not to exceed $1,603,103.00 to provide Program and Software Configuration Program Management for the upgrade of the Water Department's Work Order and Asset Management System known as Maximo; and 2. Authorize the execution of a contract with Total Resource Management, Inc., for an amount not to exceed $1,237,884.08 to provide software interface development, technical services and two years of hosting services to support the Maximo software. DISCUSSION: The Water Department(Department) IT Master Plan recommended an upgrade to the Maximo System (Maximo) and also recommended expanding Maximo to other divisions throughout the Department. The Department deployed its Work Management Software known as Maximo in its Field Operations Division (Division) in 2005. The Division uses Maximo to plan, schedule and assign work, manage warehouse stock and issue parts. Crews use mobile devices to document work performed. Maximo is integrated with the City's Fire Records Management System known as Firehouse and the Department's PeopleSoft Customer Relationship Management System (CRM), both of which generate work orders for Field Operations. Currently, the Water Reclamation and Water Production Divisions manage work using a combination of spreadsheets, an older work order system and paper. The Meter Services Section uses paper printouts from the billing and CRM systems. Upgrade and expansion of Maximo will not only improve efficiency across the Department, but will also support the broader Asset Management Program the Department launched in March 2014, in response to the City Council's directions following its assessment of public private partnership options. City Council Resolution No. 4258-11-2013 directed the City Manager to take five specific actions, three of which are addressed by this project: • Expand Water Utility's Existing Continuous Improvement Program -Supported by improving the technology, data and processes for replacement and rehabilitation/renewal of critical water utility vertical and horizontal infrastructure. • Consider Opportunities for the Water Utility to Partner with Other Departments to Optimize Interdepartmental Business Processes -Supported by partnering with Transportation and Public Works (TPW)to streamline processes and support integrated analysis of Water and TPW condition and replacement priorities and with the Fire Department to effectively and efficiently communicate fire hydrant data and maintenance activities. • Continue Internal Departmental Evaluation of Strategic Outsourcing Opportunities for Specific http://apps.cfwnet.org/council_packet/mc review.asp?ID=21174&councildate=6/16/2015 5/18/2017 M&C Review Page 2 of 3 Services - Supported by strategic outsourcing of specialized application skills required for the maintenance and technical administration of Maximo. On January 28, 2015, the City released Request for Proposal (RFP) No. 15-0102 to procure technical and hosting services for the implementation and upgrade of Maximo. After receiving bids, the Maximo Project Team (Project Team) conducted a review of the top two respondents based on the following criteria: experience and certifications in the software run by the City (Maximo 5), experience and certifications in the latest version of the core application software (Maximo 7), quality and relevance of experience with water and wastewater utilities, quality and relevance of experience with the other software products to be implemented, experience with development of interfaces to applications similar to those run by the City and years of experience and general credentials held. Based on the criteria, the Project Team selected Total Resource Management, Inc. (TRM) as the most qualified respondent to this RFP offering the best value to the City for technical and hosting services. TRM is also highly experienced with Maximo technology for water utilities. The Project Team recommends the City contract with TRM for technical services and the development of software system interfaces with existing City applications necessary for the upgrade of Maximo and to provide hosting services for the Maximo software for a period of two years. In addition to technical and hosting services, Staff wishes to engage a consultant to assist with the implementation of the Maximo upgrade and expansion. The Project Team selected Brio Services, LLC (Brio)to serve as the consultant for this project because of its expertise in Work and Asset Management, the water utility industry and the use of the Maximo software product as well as their knowledge of the Department's business processes and requirements. Brio was engaged previously by the Department to assist with the development of Work and Asset Management Program strategy, Department-wide standards, implementation planning and preparation of the RFP for hosting and technical services (RFP No. 15-0102). The Project Team recommends the City enter into a Professional Services Agreement with Brio for program management, process improvement, functional direction, user training and other services related to the implementation of an Asset Management Program and upgrade of the Department's Maximo software. CONTRACT TERMS -The upgrade will begin immediately upon execution of the contracts and is anticipated to be complete within 24 months. The contracts may be renewed upon mutual, written consent of the parties for up to three additional one-year periods for ongoing consulting or hosting services without additional City Council authorization as long as funds have been appropriated. M/WBE OFFICE -A waiver of the goals for MBE/SBE subcontracting requirements was requested by the Water Department and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or service is from sources where subcontracting or supplier opportunities are negligible. ADMINSTRATIVE AMENDMENT-An increase or administrative amendment for this Agreement may be made by the City Manager or his designee, 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 capital budget, as appropriated, of the 04 Water Capital Projects Fund and 04 Sewer Capital Projects Fund. The Bond Transfer attached is depicted in the table below: FUND Existing Amount of Balance After Appropriations Transfer Transfer Water Commercial $3,301,235.83 $1,846,641.00 $1,454,594.83 Paper Fund (P164) http://apps.cfwnet.org/council_packet/mc review.asp?ID=21174&councildate=6/16/2015 5/18/2017 M&C Review Page 3 of 3 Sewer Commercial J $1,295,277.58 $994,346.08 $ 300,931.50 Paper Fund (P174) TO Fund/Account/Centers FROM Fund/Account/Centers P164 541200 060164055101 $1,603.103.00 P164 541200 060164055101 $243,538.00 P174 541200 070174055101 $994,346.08 Submitted for City Manager's Office by: Fernando Costa (6122) Originating Department Head: John Carman (8246) Additional Information Contact: David Holt(2515) ATTACHMENTS http://apps.cfwnet.org/council_packet/mc review.asp?ID=21174&councildate=6/16/2015 5/18/2017