HomeMy WebLinkAboutContract 46814-A1 4 CITY SECRETARY
FIRST AMENDMENT TO CONTRACTNo.
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JUL 16 2018 PROFESSIONAL SERVICES AGREEMENT
C y;wov& tAmendment to Professional Services Agreement(the"Amendment")is made between the City of Fort Worth
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�rrWORTH"), a municipal corporation, acting herein by and through Jesus J. Chapa,its duly authorized Assistant
City Manager and Total Resource Management(TRM),acting herein through Garner R.Bennett,its duly authorized
President;
WHEREAS,FORT WORTH and TRM entered into an Professional Services Agreement(the"Agreement")
identified as Fort Worth City Secretary Contract No.46814 for a period of two years beginning July 1,2015;and
WHEREAS,in this,the Amendment,it is the collective desire of both FORT WORTH and TRM to make the
following additions to Exhibit AT of the Agreement,in order to upgrade the Maximo Asset Management System:
1. Provide Hosting Services(Task H3);
2. Provide software form GeoNexus for Maximo GIS Integration;
3. Provide interface services for Peoplesoft purchasing(P.O.'s),vendor records;send receipts,periodic GL refresh,
HR module, SCADA Integration,CRM interface,Superion(HTE/Sungard),and Accella,
NOW THEREFORE,KNOWN ALL BY THESE PRESENT:
The Agreement is hereby amended to be effective on July 1,2018 with the following additions and services to-Exhibit A
of the Agreement:
Hosting
Base Hosting Cost/Month $7,000
Base Hosting Cost/Year $84,000
Hosting Cost/2 Yr Ext $168,000.00
Managed Services/2 Yr Ext $100,000.00
Infrastructure Tasks $16,000.00
Total Hosting Cost for Extension $284,000.00
Software
Year 1 Geo Sync $118,000
Geo Office $25,000
GeoNexus Total Software $143,000
Year 2 Geo Sync $72,000
Geo Office $28,000
GeoNexus Total Software $100,000
(As Needed) Maximo Software $250,000
Total Cost Software-GeoNexus $243,000.00
Total Cost Software-Maximo $250,000.00
Total Cost Software for Extension $493,000.00
Interface Services
PeopleSoft POs
Functional Requirement Review $4,488
Develop Interface Design&Test Plan $7,480
Mod Interface Design &Test Plan-Sign off $2,992 OIfFICIAL,OXCORD
Initial Interface Development and Unit Test $33,660
Review and Modify the Initial Development $14,960 CITY UOWARY
Documentation &Assist Promotion to Prod $11,220 ��WORTN,TX
Total Cost for Interface $74,800
First Amendment to Professional Services Agreement Page 1 of 4
Vendor Records
Functional Requirement Review $2,697
Develop Interface Design&Test Plan $4,495
Mod Interface Design &Test Plan-Sign off $1,798
Initial Interface Development and Unit Test $20,228
Review and Modify the Initial Development $8,990
Documentation&Assist Promotion to Prod $6,743
Total Cost for Interface $44,950
(Optional) Reciepts
Functional Requirement Review $2,256
Develop Interface Design&Test Plan $3,760
Mod Interface Design&Test Plan-Sign off $1,504
Initial Interface Development and Unit Test $16,920
Review and Modify the Initial Development $7,520
Documentation&Assist Promotion to Prod $5,640
Total Cost for Interface $37,600
GI_ Refresh
Functional Requirement Review $2,706
Develop Interface Design&Test Plan $4,510
Mod Interface Design&Test Plan-Sign off $1,804
Initial Interface Development and Unit Test $20,295
Review and Modify the Initial Development $9,020
Documentation &Assist Promotion to Prod $6,765
Total Cost for Interface $45,100
PeopleSoft HR
Functional Requirement Review $2,688
Develop Interface Design&Test Plan $4,480
Mod Interface Design&Test Plan-Sign off $1,792
Initial Interface Development and Unit Test $20,160
Review and Modify the Initial Development $8,960
Documentation&Assist Promotion to Prod $6,720
Total Cost for Interface $44,800
SCADA Integration
Functional Requirement Review $2,319
Develop Interface Design&Test Plan $3,865
Mod Interface Design&Test Plan-Sign off $1,546
Initial Interface Development and Unit Test $17,393
Review and Modify the Initial Development $7,730
Documentation&Assist Promotion to Prod $5,798
Total Cost for Interface $38,650
CRM Interface
Functional Requirement Review $2,040
Develop Interface Design&Test Plan $3,400
Mod Interface Design&Test Plan-Sign off $1,360
Initial Interface Development and Unit Test $15,300
Review and Modify the Initial Development $6,800
First Amendment to Professional Services Agreement Page 2 of 4
Documentation &Assist Promotion to Prod $5,100
Total Cost for Interface $34,000
SunGard
Functional Requirement Review $1,914
Develop Interface Design&Test Plan $3,190
Mod Interface Design&Test Plan-Sign off $1,276
Initial Interface Development and Unit Test $14,355
Review and Modify the Initial Development $6,380
Documentation&Assist Promotion to Prod $4,785
Total Cost for Interface $31,900
Accela
Functional Requirement Review $2,844
Develop Interface Design &Test Plan $4,740
Mod Interface Design&Test Plan-Sign off $1,896
Initial Interface Development and Unit Test $21,330
Review and Modify the Initial Development $9,480
Documentation&Assist Promotion to Prod $7,110
Total Cost for Interface $47,400
Interface Summary Costs $361,600.00
Receipts(Optional) $37,600.00
Total Cost- Interfaces for Contract Extension $399,200.00
Total Cost for Contract Extension $1,138,600.00
With Optional Components $1,176,200.00
All otherterms,provisions,conditions,covenants andrecitals ofsaidAgreementnotexpressly amended herein shall remain in
full force and effect.
APPROVED FOR APPROVED FOR
CITY O FORT RTH: Total—esource Management Inc.:
l
By: a By:
Jay apa Garner R.Bennett
Assistant City Man er President&CEO
Date: 11,6A Date: 1�,�,_e 7 1 ?� l
APPROVED FOR CITY OF FORT WORTH:
RECOMMENDED BY:
L� /.(C
Chris Harder,Interim Director,Water Department
Date:
First Amendment to Professional Services Agreement Page 3 of 4
Jo B. Strong,Assistant y Attorney
Date:
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.
tA)'k' ��
William Bailey,IT Manager,Water Department
Date:
ATT
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M J. kay r, S tary
M&C,
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Date:
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Date: 1290.s ir,—Naosz i
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
First Amendment to Professional Services Agreement Page 4 of 4
M&C Review Page 1 of 4
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FawrWouti
COUNCIL ACTION: Approved on 5/15/2018 -Ordinance No. 23214-05-2018 & Resolution No.
4934-05-2018
DATE: 5/15/2018 REFERENCE NO.: **C-28683 LOG NAME: 60MAXIMO AMEND
1
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Contract Amendment No. 1 with Brio Services, LLC in the Amount of
$826,140.00 to provide Additional Program Design Services and Software Configuration
Program Management for the Upgrade of the Water Department's Work Order and Asset
Management System and Authorize Contract Amendment No. 1 with Total Resource
Management, Inc. in the Amount of$1,176,200.00 to Provide Additional Software
Interface Development, Technical Services and Hosting Services, Adopt Resolution
Expressing Official Intent to Reimburse Expenditures with Proceeds of Future Debt and
Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Adopt the attached resolution expressing Official Intent to Reimburse expenditures with proceeds
of future enterprise fund debt for the Maximo Asset Management Project;
2. Adopt the attached appropriation ordinance reducing unallocated receipts and appropriations in the
Water and Sewer Commercial Paper Fund in the amount of$2,002,340, for the Maximo Asset
Management Project;
3. Authorize the execution of an amendment to the contract with Brio Services, LLC, (City Secretary
Contract No. 46815) in the amount of$826,140.00 for an amount not to exceed of$2,429,243.00
to provide program and software configuration program management for additional services
related to the upgrade of the Maximo work order and asset management system; and
4. Authorize the execution of an amendment to the contract with Total Resource Management, Inc.,
(City Secretary Contract No. 46814) in the amount of $1,176,200.00 for an amount not to exceed
$2,352,400.00 to provide additional software interface development, technical services and two
years of hosting services to support the Maximo software.
DISCUSSION:
On June 16, 2015, Mayor and Council Communication (M&C C-27349), authorized contracts with Brio
Services, LLC (Brio) and Total Resource Management, Inc. (TRM)to support the Water and Wastewater
Asset Management Program through the enterprise-wide implementation of Maximo. Maximo was initially
deployed within the Field Operations Division in 2005, as a part of the implementation of the Water
Information Technology Program, authorized by the City Council in August 2003. Since that time, Field
Operations has used Maximo to plan, schedule and assign work, manage warehouse stock and issue parts.
At that time, Maximo was also integrated with the City's Fire Records Management System (Firehouse) and
the Department' s PeopleSoft Customer Relationship Management System (CRM), both of which generate
work orders for Field Operations.
The agreements authorized by M&C C-27349 allowed for the expansion of the Maximo system to water and
wastewater plant operations, as well as meter services and a re-implementation of the upgraded system in
Field Operations. The systems and services provided support of the Water Department's overall asset
management program, implemented the recommendations from the Water Information Technology Master
Plan (2010), and responded to the recommendations derived from the Public-Private Partnership process
(2013).
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Amendment No. 1 to the Brio Services, LLC and Total Resource Management, Inc. agreements will provide
the following additional services to allow the Water Department to take advantage of new opportunities to
further improve functionality, transparency and efficiency:
•Configure integrated materials requisition tools to improve business process for warehouse materials
management and specialized services;
•Coordinate with the MyH20 Project to automate and streamline associated processes;
• Develop functional specifications and manage development of Maximo to the PeopleSoft financial system
for procurement activities, SCADA historians to enable automatic creation of certain work orders, and
Accela to improve the customer experience and improve transparency for developer projects;
• Provide necessary updates to the PeopleSoft CRM, Customer Information System, and Firehouse to
accommodate new integration points;
• Configure and enhance asset life cycle management and maintenance practices;
• Extend the TRM hosting of Maximo for 24 months, which includes system performance and optimization
services, system architecture services and upgrade specific analysis, diagnostic and testing services;
• Rebuild the training and development environments to accommodate GeoWorx special services and
database sync capabilities; and
•Add associated software and integration services for GeoWorx
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.
This project is anticipated to be included in a future revenue bond issue for the Water and Sewer Fund.
Available cash within the Water and Sewer portfolio and the City' s portfolio along with the appropriation
authority authorized under the Callable Commercial Paper Program (CP)will be used to provide interim
financing for this project until debt is issued. To the extent resources other than the Water and Sewer
portfolio are used to provide interim financing, the Water and Sewer Fund will be charged interest that is
equivalent to the overall rate of return being earned by the City portfolio (currently approximately one-
percent annually). Should the City' s portfolio not support the liquidity needed to provide an interim short-
term financing source, another funding source will be required, which could mean issuance of securities
under the CP Program or earlier issuance of Water and Sewer revenue bonds than is currently planned.
Once debt associated with this project is sold, bond proceeds will be used to reimburse the Water and
Sewer portfolio and the City' s portfolio in accordance with the attached Reimbursement Resolution.
The City Council adopted the Water Department's Fiscal Year 2018-2022 Five Year Capital Improvement
Plan on December 12, 2017, Mayor and Council Communication (M&C G-19187). This City Council
adopted plan includes this specific project, with funding identified through the CP program to be reimbursed
with future revenue bonds. In accordance with the provisions of the Financial Management Policy
Statement, Staff anticipates presenting revenue-supported debt issuances to the City Council for
consideration within the next three years. This debt must be issued within approximately three years to
provide reimbursement for these expenses. If that does not occur, the costs will no longer be reimbursable
by issuing tax-exempt debt and the funding source will have to be made whole through budgetary methods.
Adoption of this resolution does not obligate the City to sell bonds, but preserves the ability to reimburse the
City from tax-exempt bond proceeds.
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 MWBE Waiver is solicited based on the sole source information provided to the MWBE Office by the
managing department's project manager.
This project will have no impact on the Water Department' s operating budget and this project serves ALL
COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations and adoption of the
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attached appropriation ordinance, funds will be available in the Water/Sewer Commercial Paper Fund for
the Maximo Asset Management Project. The Water and Sewer Commercial Paper Fund includes authority
of$150,000,000.00 for the purpose of providing interim funding for Water and Sewer Capital Projects. After
this transfer, the balance will be $137,587,630.00 for future capital projects.
Funding for the Maximo Asset Management Project is depicted in the table below.
Fund ExistingAdditional Project
Appropriations Appropriations Total*
Water &
Sewer
Commercial $0.00 $2,002,340.00 $2,002,340.00
Paper Fund
56016
Water
Capital
Projects $1,846,641.00 $0.00 $1,846,641.00
Close Fund
59605
Sewer
Capital
Projects $994,346.00 $0.00 $994,346.00
Close Fund
59608
Project $2,840,987.00 $2,002,340.00 $4,843,327.00
Total
*Numbers rounded for presentation purposes.
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year Chartfield 2
Submitted for City Manager's Office by: Jay Chapa (5804)
Originating Department Head: Chris Harder(5020)
Additional Information Contact: David Holt (2515)
ATTACHMENTS
60MAXIMO AMEND 1 60 AO 18.docx
60MAXIMO AMEND 1TRM Form 1295.pdf
60MAXIMO AMEND1- REIMB RESOLUTION.docx
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L-aS(oU
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
lofl
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
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2018-347087
Total Resource Management,Inc
Alexandria,VA United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 05/01/2018
being filed.
City of Fort Worth-Water/WW Date Ackp,,.VMM
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
46814
Software Resell of Maximo,Resell of GeoNexus software,Managed Services/hosting and Services-Integration
Nature of interest
4
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling I Intermediary
5 Check only if there is NO Interested Party. ❑
X
6 UNSWORN DECLARATION
My name is John Bacak , and my date of birth is 8/20/61
Myaddressis 510 King Street Alexndria VA , 22314 USA
(street) (city) (state) (zip code) (oountry)
I declare under penalty of perjury that the foregoing is true and correct.
Executed in Fairfax Courcy, state of VA on the_L_day of May 2018 .
f (month) (year)
G�v
Signage of authorized agent of contracting business entity
(Declarant)
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.5523