HomeMy WebLinkAboutContract 48814-A1 ,90 1 2 3 4
P � CSC NO. b I
AMENDMENT NO. 1 TO
CITY SECRETARY CONTRACT NO. 48814
s 9y 'PROFESSIONAL SERVICES AGREEMENT
This Amendment is entered into by and between the City of Fort Worth (hereafter
"City"), a home rule municipal corporation organized under the laws of the State of Texas, with
its principal place of business at 200 Texas Street, Fort Worth, Texas, acting by and through
Valerie R. Washington, its duly authorized Assistant City Manager and NashWest, LLC
(hereafter "Contractor"), an Ohio Limited Liability Corporation, acting by and through Barbara
Nash, its duly authorized President. City and Contractor are each individually referred to herein
as a"party" and collectively referred to as the "parties."
WHEREAS, on March 9, 2017 the City and Contractor entered into City Secretary Contract No.
48814 ("Agreement") for Contractor to provide City with professional database analysis and
configuration services; and
WHEREAS, the City has identified additional professional services that are needed to continue
database work, data integrity initiatives, and other important goals for the City; and
WHEREAS, City and Contractor desire to amend the Agreement to extend the term and
increase the scope of work and compensation to allow Contractor to perform the additional
needed services.
NOW, THEREFORE, City and Contractor, acting herein by the through their duly authorized
representatives, enter into the following agreement:
1. AMENDMENTS
A: Section 2 "TERM." of the Agreement shall be replaced in its entirety with the following:
2. Term.
This Agreement shall commence upon March 13, 2017 ("Effective Date") and shall expire
no later than December 31, 2019 ("Expiration Date").
B: Section 3 "Compensation."shall be replaced in its entirety with the following:
3. Compensation.
For services rendered pursuant to this Agreement, City shall pay Contractor an amount not
to exceed one hundred ninety-four thousand eight hundred and five dollars ($194,805.00) in
accordance with the provisions of this Agreement. Contractor shall not perform any additional
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
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 additional
expenses of Contractor not specified by this Agreement unless the City first approves such
expenses in writing. City agrees to pay all correct and accurate invoices of Contractor within
thirty (30) days of receipt of such invoice. Contract may charge interest on late payments not to
exceed one percent (1%).
C: Exhibit A is amended to include the following on page 18 of 26 of the Agreement as
subsection h) of section 1.1:
h) The project will include the following tasks in addition to those included elsewhere in
Exhibit A:
• Continue to leverage IT Solutions, Equivant, and NashWest as appropriate to assist
with creating automated scripts to identify incorrect data.
• Determine the query criteria and refine the queries so that records can be scanned
for multiple inaccuracies simultaneously.
• Document the query used to identify the records and store the results on a shared
location available to all cleanup staff.
• With support from IT Solution s/Equivant/NashWest,determine the source of the
error, and whether the records can be corrected using an automated script, or
require manual correcting.
• Focus on the data that needs to be cleaned up and don't address records that are not
relevant; don't correct a closed record unless there is an impact to compliance or
state reporting, or another business process.
• Document the inaccurate records and specify whether they can be cleaned
programmatically or require manual intervention.
• Document the Data Cleanup Process.
• Create a reporting schedule to communicate when records have been cleaned in
production.
• Track events to identify potential ETL errors.
• Create field dependencies and workflow rules (for example, if A does not exist, B
and C cannot exist).
• Review business processes to ensure procedures are correct.
• Review business rules impacted by state regulatory changes to determine if changes
are required to workflows or dependent processes.
• Impose validation rules to protect against incorrect data entry, and set up
notifications and alerts when rules are triggered.
• Generate exception reports to identify records that violate data integrity
constraints.
Amendment No. ] to CSC 48814
Page 2 of 5
D: Exhibit A is amended to Replace "Time Estimates" and "Expense Estimates on nage 21
of 26 of the Agreement in its entirety with the following:
Time Estimates:
Cost Item Total Hours Total Cost
Staff Augmentation 1,443 $216,450.00
Discount Percentage(10%) $21,645.00
Total Estimated Labor Costs $194,805.00
Expense Estimates:
Travel expenses (flight, hotel, car rental, gas,
parking, mileage, per diem, any other travel
expense)
$0
Any expense other than staff augmentation
listed above (without prior written approval by
City)
$0
Total Contract Not to Exceed Amount
including all staff time, service time, and all
expenses or fees (without prior written approval
by City)
$194,805.00
4.
E: Exhibit A is amended to Replace"Department Contact List" on page 22 of 26 of the
Agreement in its entirety with the following:
Name Role and Department Contact
Information
Theresa Ewing Director/Executive Sponsor-Municipal Court 817392.7461
Leah Huff Assistant Director-Municipal Court 817-392-6737
William F.Rumuly Clerk of Court Municipal Court 817392.6736
Amendment No. 1 to CSC 48814
Page 3 of 5
Johnathan Mablin Court Systems Coordinator Municipal Court 817.392.6735
Suzy Atchison FWITS Systems Administrator 817.392.8783
Clint Spruill FWITS Programmer Analyst 817.392.2467
Leon Fingers FWITS DBA 817.392.2619
Mark Deboer FWITS Manager,Application Services 817392. 8598
2. ALL OTHER TERMS SHALL REMAIN THE SAME
All other provisions of the Contract which are not expressly amended herein shall remain
in full force and effect.
3. ELECTRONIC SIGNATURE
This Amendment may be executed in multiple counterparts, each of which shall be an
original and all of which shall constitute one and the same instrument. A facsimile copy or
computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall have the
same effect as an original.
(signature page follows)
Amendment No. 1 to CSC 48814
Page 4 of 5
Executed on this the day o '2018.
CITY OF ORT WORTH: NashWest,LLC
By: By:
Valerie R. Washington Ba bars Nash
Assistant City Manager President
Date: "Et (60 Date: 61
APPROVAL RECOMMENDED:
By:
Theresa Ew
Municipal Courts Director
APPROVED AS TO FORM
AND LEG
By:
o Pa e
/Assistant City Attorney
"'•t.
ATTEST: d F2T �.
By: Mary s I--
City Secretary La
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Contract Authorization:
XP� .
M&C: L
HB 1295:,j01$-3( gaQ6
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 Le-V,u k,
title A-,t;
Amendment No. 1 to CSC 48814 OFFICIAL RECORD
Page 5 of 5 CITY SECRETARY
FT.WORTH,TX
City of Fort Worth, Texas
Mayor and Council Communication
COUNCILAC-TIONh Approved on;811212418
DATE: Tuesday, June 12, 2018 REFERENCE N 8725
LOG NAME: 38NASHWEST 5
SUBJECT:
Authorize Amendment to City Secretary Contract No. 48814 with Nash West, LLC, to Increase
Compensation by $105,300.00 for a Total Contract Amount Up to $194,805.00 and Extending the Term for
Municipal Court Database Analysis and Configuration Services (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council Authorize the City Manager to amend City Secretary Contract No.
48814 with NashWest, LLC, to increase compensation by $105,300.00 for a total projected compensation
up to $194,805.00 and extending the term to allow for necessary database analysis and configuration
services.
DISCUSSION:
On March 9, 2017, City Secretary Contract No. 48814 was executed by the City with NashWest, LLC
(NashWest) for the following services: complex database administrator support related to the internal
assessment of CourtView data to identify and correct/cleanup problems regarding unprocessed ticklers,
un-resulted events, delinquent time payment plans, cases outside of workflow and cases with invalid data;
as well as deployment of outstanding CourtView releases.
As part of the on-going system analysis, it has been determined that the court needs to amend the scope
of services to City Secretary Contract No. 48814 to enable the Court to receive additional, necessary
services. The key concern is accuracy of data, and with a Governance Committee for oversight, a data
integrity project was developed. Among the identified sources of the problems were: outdated servers
hosting the data, inaccurate data, including but not limited to: address, warrant, state reporting,
collections, financial management, attorney, officer, driver license, bond forfeiture, document management
and other data set integrity issues. Additionally, there is a large knowledge gap that has been identified
that will need to be closed in order to ensure that current identified issues are not reoccurring.
The following is a breakout of the scope of work to accomplish the Municipal Court data integrity project:
Server migration support $8,100.00
Data Integrity Evaluation, Development of Programmed Cleanup scripts & Configuration/Setup of Plug-In
modules, as needed $40,500.00
State Reporting & Reconfiguration of System Process Flow $40,500.00
FWITS Training for Administrative system configuration and maintenance, et al $16,200.00
Total: $105,300.00
Logname: 38NASHWEST 5 Page 1 of 2
The current contract term ends on October 31, 2018. This M&C authorizes the City to extend the contract
to December 31, 2019.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations, funds will be available
in the current budget, as appropriated, of the Municipal Court Technology Special Fund. Prior to an
expenditure being incurred, the participating department has the responsibility to verify the availability of
funds.
FUND IDENTIFIERS (FIDs):
TO
Fund Department ccounj Project Program ctivity Budget Reference # Amount
ID ID Year Chartfield 2
11)250021 380412 15330201 1 S00095 I S00001 105,300.00
FROM
Fund Department ccoun Project Program ctivity Budget Reference # moun
ID ID Year Chartfield 2
CERTIFICATIONS:
Submitted for City Manager's Office by: Valerie Washington (6199)
Originating Department Head: Theresa Ewing (7461)
Additional Information Contact: Leah Huff (6737)
ATTACHMENTS
1. 38NASHWEST 5 FID.pdf (CFW Internal)
2. NashWest Contract No. 48814-RI.pdf (Public)
3. Texas Ethics Commision Form 1295.pdf (Public)
Logname: 38NASHWEST 5 Page 2 of 2
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
I Name of business entity filing form,and the city,state and country of the business entity s place Certificate Number:
of business. 2018-364265
NashWest,LLC
Northfield,OH United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 06/05/2018
being filed.
City of Fort Worth Date Acknowl dge
u Lx—)(n,
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract.
48814-R1
Data analysis and updating. Application configuration_
Nature of interest
4
Name of Interested Parry City,State,Country(place of business) (check applicable)
Controlling intermediary
Nash,David Chilicothe,OH United States X
Nash,Barbara Sagamore Hills,OH United States X
5 Check only it there is NO Interested Parry. ❑
6 UNSWORN DECLAARAAT/M
My name is and my dale of birth is
My address is / 3 AoV IV,
(Street) 0y) (state) (zip 00de) (country)
I declare under penalty of
peeduurry/that the foregoing is true and correct.
Executed in �/YN/\.///V County, Stale of25,on the'S—day of %7woe 20_by.
(month) (year)
Signature of authorized agent of contracting business entity
(Dedarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.5523