HomeMy WebLinkAboutContract 48757-A2 CITY SECRETARY �l 8 7cJ-7 _A Z.
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FEB C,lV�d AMENDMENT NO. 2 TO
a C1Tyo�Fo 2018 CITY SECRETARY CONTRACT NO.48757
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SECRErggyrff fin' PROFESSIONAL SERVICES AGREEMENT BETWEEN
THE CITY OF FORT WORTH AND
1
1 016 8 L DATA TRANSFER SOLUTIONS, LLC
This Amendment is made, between the City of Fort Worth ("City"), a municipal corporation, acting
herein by and through Susan Alanis, its duly authorized Assistant City Manager and DATA TRANSFER
SOLUTIONS, LLC ("Consultant"), acting herein through A.M. 'Trey' Fragala, III, AICP, PMP, its duly
authorized Chief Operating Officer.
WHEREAS, the City and Consultant entered into an Agreement identified as Fort Worth City
Secretary Contract No. 48757 ("Agreement") beginning February 27, 2017 and expiring December 31,
2017;
WHEREAS, the Agreement involves professional consulting services for performance-based asset
management software and support;
WHEREAS, the Agreement is not to exceed $1,396,810.00 for completion of professional
consulting services; and
WHEREAS, on or about September 25, 2017, the parties subsequently amended the Agreement
via CSC No. 48757-A1 to include changes in Property Management Field Data Collection deliverable; and
WHEREAS, it is the collective desire of both the City and Consultant to amend the Agreement to
include a Field Data Validation and Condition Assessment deliverable to be provided by Data Transfer
Systems (DTS) at a cost of$274,061.70.
NOW, THEREFORE, the City and Consultant, acting herein by and through their duly authorized
representatives, enter into this Amendment which amends the Agreement as follows:
1.
Section 1 of the Agreement is hereby amended as follows:
Exhibit "A" Statement of Work is amended to include a Field Data Validation and Condition
Assessment deliverable as described in Attachment "A" to this Amendment;
2.
The changes reflected in this Amendment are itemized in the Attachment to this
amendment and set forth the complete understanding of the parties. The Attac men is ere y
OFFICIAL RECORD
CITY SECRETARY
City Secretary Contract No.48757 Amendment No.2 % Q%Qjr TX
incorporated into this Amendment as if copied in full. If there is any conflict between this Amendment
and any other provisions of the Agreement, this Amendment shall control.
3.
All other provisions of the Agreement that are not expressly modified or amended herein shall
remain in full force and effect.
Executed and Agreed this day of 2018.
CITY OF FORT WORTH: DATA TRANSFER SOLUTIONS, LLC:
By: By: l
Susa AI nis A.M. 'Trey Fraga a, ..I., AICP, PMP
Assistant City Manager Chief Operating Officer
Date: t I ? M
� � t a"0 I g Date:
APPROVED AS TO FORM
AND LEGALITY:
By: .. U --� Contract Compliance Manager:
Paige ebane By signing I acknowledge that I am the
Assistant City Attorney person responsible for the monitoring
and administration of this contract,
ATTEST: V:qRincluding ensuring all performance and
....
Q.: � orting quirements.
By:
Mary J. Kayser #'. ve Streiffert
City Secretary Assistant Director, IT Solutions
Contract Authorization: ;
M&C:_P-11985
Date Approved:,12/13/2016_
Form 1295 Certification No.: 2016-142087
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
City Secretary Contract No.48757 Amendment No.2 Page 2 of 13
Attachment A
F o.'. 91WO14 We"& R"4 H
RI
City Secretary Contract number 48757 Professional
Services Agreement with Data Transfer Solutions, LLC
Statement of Work Amendment Number 2
Enterprise Asset Management (EAM)
Field Data Collection for Park and Recreation Department
(9solutions
City Secretary Contract No.48757 Amendment No.2 Page 3 of 13
Table ufContents
1. Overview-------------------------------------------------5
lJScope:.-----------------------------------------------.5
1.2 Out of Scope:
-------------------------------------------'~
2. Obeectives:
-----------------------------------------------..5
2.1 Customer Required Dates
-------------------------------------.5
2.2 Customer Point of Contact
------------------------------------..5
2.3 Initial Requirements
----------------------------------------5
3. Preliminary Schedule
------------------------------------------.5
4. Impact Assessment
-------------------------------------------.7
4.1 High-Level IT Solutions Division Involvments:
---------------------------7
4.2 Other Systems/Services Impact:
---------------------------------..7
5. Assumptions:
---------------------------------------------..7
6. Risks/Dependencies:
------------------------------------------.7
6.1 Organizational Assumptions/Dependencies:
---------------------------.7
6.2 Application Assumptions/Dependencies:
-----------------------------7
6.3 Imposed Standards:
----------------------------------------.7
7. Approval
----.----------------------------.--------------'8
8. Revision HistorV
_____________________________________________g
9.0 Appendix A
----------------------------------------------lO
10. Scope of Services for the CitV of Fort Worth,TX
---------------------------ll
11' Pricing..................................................................................................................................................l3
City Secretary Contract No.48757 Amendment No.% Page 4ofl3
1. Overview
1.1 Scope:
This document is Amendment Number 2 to City Secretary Contract number 48757 Professional Services
Agreement with Data Transfer Solutions, LLC(DTS)and describes additional scope requested by Park and
Recreation to include a Field Data Validation and Condition Assessment deliverable to be provided by DTS at a
cost of$274,061.70.
1.2 Out of Scope:
Refer to master SOW.
2. Objectives:
Enterprise Asset Management VUEWorks implementation for Transportation Public Works(TPW), Property
Management(PMD),and Park and Recreation(PARD)is described in City of Fort Worth Statement of Work
(SOW)approved and dated February 14,2017. Although the SOW included VUEWorks implementation
services for PARD,project pricing and scope did not include PARD field data validation and condition
assessment,which is key to the implementation.
PARD currently maintains an inventory of approximately 278 parks,and has accepted a proposal from Data
Transfer Solutions(DTS)for field data validation and condition assessment services at a cost of$274,061.70.
This Statement of Work outlines DTS scope of services required to facilitate full implementation of PARD
assets,including validation of the current inventory and asset condition ratings.The approved project budget
is sufficient to cover this expected expense,no additional funding is being requested.
2.1 Customer Required Dates
No change to established schedule.
2.2 Customer Point of Contact
Request was made by Scott Penn,District Supervisor,City of Fort Worth Park and Recreation Department.
2.3 Initial Requirements
As described in the February 14,2017 City of Fort Worth VUEWorks Statement of Work,VUEWorks
implementation scope and pricing for PARD included these activities:
Sprint 1-GIS Linking for All Assets
Sprint 2-Service Request, Work Order, Condition and MobileVUE Configuration
Sprint 3-Risk,Valuation, Budgets, Projects and Reporting
Sprint 4-Data Conversion and Work Order Migration
Sprint 5-Administrator and User Training
Sprint 6-Testing/Validation/Acceptance
Additionally, PARD requires DTS to validate current inventory,and to assess the condition of park assets to be
managed in VUEWorks.Specific activities are outlined in Appendix A City of Fort Worth,Texas Parks and
Recreation Asset Condition Assessment Scope of Work.
3. Preliminary Schedule
The following schedule identifies the tasks and timelines to meet established project deliverables.
City Secretary Contract No.48757 Amendment No.2 Page 5 of 13
Task Name Duration Start Finish
Gate 7: Phase 4 Park and Recreation Department 191 days Mon 2/11/17 Wed 9/5/18
Data Collection Prep 38 days Mon 0/16/17 Fri 12/8/17
Data Collection 70 days M on/11/17 Tue 3/20/18
Data Validation 65 days Mon 1/8/18 Fri 4/6/18
Publish Assets 1 day Mon 4/9/18 Mon 4/9/18
Validate Assets 8 days Tue 4/10/18 Thu 4/19/18
Sprint 1-GIS Linking of all Assets 10 days Fri 4/20/18 Thu 5/3/18
Workflow Review Session 2 days Fri 5/4/18 Mon 5/7/18
Sprint 2-Service Request, Work Order, Condition and 10 days Tue 5/8/18 Mon
MobileVUE Configuration 5/21/18
Sprint 3- Risk,Valuation, Budgets, Projects, and Reporting 10 days Tue 5/22/18 Mon 6/4/18
Sprint 4- Data Conversion and Work Order Migration 10 days Tue 6/5/18 Mon6/18/18
Review Configuration 5 days Tue 6/19/18 Mon6/25/18
Sprint 5-Administrator and User Training 10 days Tue 6/26/18 Mon 7/9/18
Sprint 6-Testing/ValidMonation/Acceptance 10 days Tue 7/10/18 7/23/18
Attestation and Test Results Document 1 day Mon 7/23/18 Mon
23/18
Change Control Documentation 8 days Mon 7/16/18 7/25/18
Deploy to Production 22 days Tue 7/31/18 8/29/18
Change Control Approval 1 day Thu 7/26/18 Thu 7/26/18
Production Deployment 1 day Fri 7/27/18 Fri 7/27/18
Deployment Validation 5 days Mon 7/30/18 Fri 8/3/18
Transition Plan/Hypercare 15 days Mon 8/6/18 Fri 8/24/18
Closeout 6 days Thu 8/30/18 Thu 9/6/18
Business Acceptance 1 day Mon 8/27/18 Mon
27/18
Project Retrospective 8 days Mon 8/27/18 Wed 9/5/18
Gate 7: Phase 4 Complete 0 days Wed 9/5/18 Wed 9/5/18
Develop/Execution Complete 1 day Wed 9/5/18 Wed 9/5/18
Project Complete 0 days Wed 9/5/18 Wed 9/5/18
City Secretary Contract No.48757 Amendment No.2 Page 6 of 13
4. Impact Assessment
4.1 High-Level IT Solutions Division Involvments:
• GIS Publishing of Park and Recreation assets
• Project Management and IT Support as required to implement VUEWorks for Park and
Recreation
• Ongoing VUEWorks system administration
4.2 Other Systems/Services Impact:
None identified.
S.Assumptions:
• PARD park inventory provided to DTS is current.
• DTS Field Data inspectors will be qualified to collect asset data and conduct condition
assessment of Park and Recreation assets.
• DTS and PARD are aligned on data collection procedures and condition assessment criteria.
• DTS will provide error-free data in a template developed for data collection.
• DTS will be responsible for data integrity during collection and will follow standard
procedures to store electronic data on a secure environment.
• PARD is responsible for all data validation and will provide timely feedback for required
changes.
6. Risks/Dependencies:
6.1 Organizational Assumptions/Dependencies:
None identified.
6.2 Application Assumptions/Dependencies:
VUEWorks enterprise asset management system relies on the availability of valid asset data for all
modules, and will not be useful for PARD unless park assets have been loaded to the system.
6.3 Imposed Standards:
Refer to master SOW dated February 14,2017.
City Secretary Contract No.48757 Amendment No.2 Page 7 of 13
7.Approval.
5
Alt
o iy Hale Date
Project Manager
ell
Kevin G n Date
IT Solutions
$6san #anis 'Date
ct Sponsor
JaV Chapa Date
Pr 'ect Spo or
t 9-to Vu
Ricand Zavala ate
Park nd Recreation
City Secretary Contract No.48757 Amendment No.2 Page 8 of 13
8. Revision History
The following table describes the document's modification history for tracking purposes. Only
significant changes are shown.The version number is incremented by whole numbers following
major changes.
Version Date Modifications Changed By
1.0 12.4.2017 Initial Release Molly Hale
Removed verbiage indicating Project budget will be
increased by$274,062. Due to cost savings realized
1.1 1.4.2018 from PMD data collection,98%of PARD data
collection costs will be covered with this overage.
City Secretary Contract No.48757 Amendment No.2 Page 9 of 13
9.0 Appendix A
City of Fort Worth,Texas Parks and Recreation Asset Condition Assessment Scope of Work
City of Fort Worth, Texas
Parks and Recreation Asset
Condition Assessment
Scope of Work
Updated 11/7/2017
Prepared for:
City of Fort Worth,Texas
1000 Throckmorton St.
Fort Worth, TX 76102
Prepared by:
Data Transfer Solutions,LLC
3680 Avalon Park East Blvd.,Suite 200
Orlando, FL 32828
www.dtsgis.com
C) dts
MAKERS OF Works
City Secretary Contract No.48757 Amendment No.2 Page 10 of 13
10. Scope of Services for the City of Fort Worth,TX
DTS is pleased to present the following proposal for performing a visual condition assessment and
verification of Park and Recreation assets maintained by the City of Fort Worth,TX.
The Parks and Recreation Department currently maintains an inventory of approximately 278 Parks.
City of Fort Worth Responsibilities
The City will provide DTS with:
1. GIS layer of the Park Boundaries (Polygon shape type) that will serve as the official inventory of
Park locations.
2. 2017 aerial photography images that will be used for creation and verification of larger asset
features.
3. Personnel time to support DTS with locating/verifying various features using overhead digitizing
in the office.
4. Field personnel time to support DTS in the field with the locating/verifying various features or
gaining access to locked/protected structures.
All features will be located using Mapping-grade GPS receivers using real-time differential correction. The
spatial accuracies of the asset features will be +- 1-10 feet HRMS, but are not guaranteed to any spatial
accuracy for this project. A small subset of features may be missed and the City agrees to work with DTS to
locate any missed features and DTS will add them as part of the City's verification process.
DTS will deploy a team of inspectors who will visit the 278 park locations to perform an Asset Inventory and
simple visual condition assessment of the following assets:
Feature Comment
Tables(Shelter,Game/Multi-use,Regular,ADA Compliant) Location and listed Attributes only
Shelters(Small<16ft2,Medium 16-30ft2,Large>30ft2,Shade) Location and listed Attributes only
Benches(Memorial or Park) Memorial Benches will be provided by City
Grills Location only
Trash Receptacles(non-moveable only) Location only
Playground Area(if mulch strip is plastic it is not City maintained) Location only
Fitness Station Location only
Trail Head Location only
Bike Racks Location only
Restroom(Permanent or Portable) Location and listed Attributes only
Drinking Fountain Location only
Backstop Location only
Softball/Baseball Field Location only
Soccer Field Location only
Number of Bleacher Units Composite Unit is counted as one feature
Basketball Court(Count of Goals) Location and listed Attributes only
Multi-Use/Purpose Slabs Location only
City Secretary Contract No.48757 Amendment No.2 Page 11 of 13
Volleyball Court(Sand) Location only
Golf Course(Foot,Disc,Driving Range) Located at Clubhouse or First Tee
Swimming Pools/Splashpad Location only
Parking Lot(Count of Spaces) Location and listed Attributes only
Park Lighting(Pedestrian<30ft,Security>30<60,Ballfield>60 Location and listed Attributes only
Boat Ramp Location only
Pet Stations(Dog-e-Pot) Location only
Dog Park Location only
Stand Alone Swings(not attached to other structures) Location only
Bridges Location only
Observation Decks(wood structure overlooking features) Location only
Skate Park Location only
Water Feature(Ponds and Overhead Features) Location and listed Attributes only
Park Entrance Signs(only entrance signs) Location only
Electrical Boxes Location only
Special Use Facility Rosemont Tennis Center
The visual condition assessment will be performed using the following criteria:
• Acceptable—any asset that appears to be in good condition (5+years of life remaining); score of
9 or 10.
• Marginal —any asset that appears to be in fair condition (2—5 years of life remaining); score of
6, 7, or 8.
• Needs Replaced —any asset that appears to be in poor condition and will need replaced within
the next year; score of 3,4,or 5.
• Critical—any asset that is in critical condition and needs immediate replacement; score of 1 or 2.
Using these best-practice condition criteria will allow the City to quickly identify those assets which need
immediate attention,and those which will need attention in the near future.
Upon completion of the assessment,this data will be incorporated into the Parks and Recreation Department's
VUEWorks Asset Management Software.
City Secretary Contract No.48757 Amendment No.2 Page 12 of 13
11. Pricing
City of Fort Worth, TX
Parks and Recreation Condition Assessment
Data Transfer Solutions
Fee Proposal - February 2017
NCTCOG RFP NCT-2016-14
Lump Sum
Description Number of Parks Fee
Visual Condition Assessment of Assets,verification of
presence and quantities,import into Parks/Rec $
VUEWorks Facilities module 278 274,061.70
Fee Total 274,061.70
City Secretary Contract No.48757 Amendment No.2 Page 13 of 13