HomeMy WebLinkAboutContract 46815-A1 FIRST AMENDMENT TO CITY,9KRETARY
RECEIVED PROFESSIONAL SERVICES AGREEMEAOr'"WkGTNO. S
�uThis MA Amendment to Professional Services Agreement(the"Amendment")is made between the City of Fort Worth
MYGI UMPRWORTH"), a municipal corporation, acting herein by and through Jesus J. Chapa,its duly authorized Assistant
EOFIRAiager and Brio Services,LLC d/b/a Brio Consulting LLC, acting herein through Nancy Lerner, its duly
authorized CEO;
WHEREAS, FORT WORTH and Brio Consulting entered into a Professional Services Agreement identified as
Fort Worth City Secretary Contract No.46815 for a period of three years beginning July 1,2015; and
WHEREAS, in this,the Amendment, it is the collective desire of both FORT WORTH and Brio Consulting to
make the following additions to Exhibit A of the Agreement,in order to upgrade the Water Maximo Asset Management
System:
NOW THEREFORE,KNOWN ALL BY THESE PRESENT:
The Agreement is hereby amended to be effective on Friday,July 1,2018 with the following additions and services,to
Exhibit A of the Agreement:
5.5 Develop Integrated Materials Requisition Tools
Milestone 5.5.1:Configuration of Maximo applications "Create Desktop Requisitions," "View Desktop
Requisitions," "View Drafts," and"View Templates" complete and ready for testing in the Test environment.
$37,625.00
Milestone 5.5.2: Integration of the Maximo Quick Reporting and Work Order Tracking applications with"Create
Desktop Requisitions"and "View Desktop Requisitions"applications complete and ready for testing in the Test
environment
$22,875.00
Milestone 5.5.3:Configurations to automate the flow of requisitions to purchase orders and inventory usage
records are complete and ready for testing in the Test environment
$30,250.00
Milestone 5.5.4: Integrated materials requisition tools are migrated to the Production environment
$6,050.00
5.6 Develop Tools for Enhanced Work Order Data Analysis
Milestone 5.6.1:Work order specification object and data management automation scripts configured in
Maximo and added to reporting objects used with work order tracking and quick reporting(ready for testing in
the Test environment)
$27,300.00
Milestone 5.6.2:Work order specification viewing application configured in Maximo(ready for testing in the
Test environment)
$12,100.00
Milestone 5.6.3: Maximo work order advanced search functions configured in Maximo(ready for testing in the
test environment)
$12,100.00
Milestone 5.6.4: Maximo enhanced work order data analysis tools migrated to Production environment
$4,500.00
5.7 Coordinate with Advanced Metering Effort to Streamline and Strengthen Processes Affected by AMI
Milestone 5.7.1: Participate in review sessions for up to 10 AMI processes(set 1)
$12,612.50
Milestone 5.7.2: Participate in review sessions for lith through up to 201h AMI processes (set 2)
First Amendment to Professional Services Agreement OFFICIAL RECORD Page 1 of 4
CITY SECRETARY
FT.WORTH,TX
$12,612.50
Milestone 5.7.3: Maximo configured to support changes identified in process review sessions for process sets 1
and 2
$16,600.00
Milestone 5.7.4: Milestone: Participate in review sessions for 20th up to 30 AMI processes (set 3)
$12,612.50
Milestone 5.7.5: Participate in review sessions for 30th through up to 40 AMI processes(set 4)
$12,612.50
Milestone 5.7.6: Maximo configured to support additional changes identified in process review sessions
$16,600.00
5.8 Develop Functional Specifications and Manage Development of Maximo Interface to New Financial System
Milestone 5.8.1: Maximo/PeopleSoft interface functional specification completed
$28,325.00
Milestone 5.8.2: Maximo Configurations to Support Purchasing Process Modifications Completed in the Dev and
Test Environments.
$16,600.00
Milestone 5.8.3: Maximo/PeopleSoft interface testing complete
$33,750.00
Milestone 5.8.4: Maximo Training Materials Updated and Training Session for Maximo Purchasing Personnel
Completed
$6,675.00
Milestone 5.8.5: Maximo/PeopleSoft interface in Production
$9,000.00
5.9 Manage Updates to Maximo Interfaces to CRM,CIS and Firehouse to Use the Enterprise Bus
Milestone 5.9.1: Bus modification planning sessions and action plan completed
$12,100.00
Milestone 5.9.2: Maximo/CRM interface modification testing complete
$10,550.00
Milestone 5.9.3: Maximo/Firehouse interface modification testing complete
$10,550.00
Milestone 5.9.4: Maximo/CIS interface modification testing complete
$10,550.00
Milestone 5.9.5: Maximo/CRM interface modification in Production
$7,600.00
Milestone 5.9.6: Maximo/Firehouse interface modification in Production
$7,600.00
Milestone 5.9.7: Maximo/CIS interface modification in Production
$7,600.00
5.10 Develop Functional Specifications and Manage Development of Maximo Interface to Water SCADA Historians
Milestone 5.10.1:Maximo/SCADA Historian interface functional specification completed.
$11,175.00
Milestone 5.10.2:Maximo Configurations for Tracking SCADA Source on Asset Meters Complete
$7,600.00
Milestone 5.10.3:Maximo/Water SCADA Historian interface testing complete
$10,550.00
Milestone 5.10.4: Maximo/Wastewater SCADA Historian interface testing complete
$10,550.00
Milestone 5.10.5:Maximo/Water SCADA Historian interface in Production
First Amendment to Professional Services Agreement Page 2 of 4
$6,050.00
Milestone 5.10.6: Maximo/Wastewater SCADA Historian interface in Production
$6,050.00
5.11 Support Extension of Maximo Warehouse Management Processes to New Department
Milestone 5.11.1: Planning and training sessions completed for new Maximo storeroom staff
$12,575.00
5.12 Develop Functional Specifications and Manage Development of Maximo Interface to Accela Development System
Milestone 5.12.1: Maximo/Accela interface functional specification completed
$33,990.00
Milestone 5.12.2: Maximo configurations to support development process completed in the Dev and Test
environments
$16,200.00
Milestone 5.12.3: Maximo/Accela interface testing complete
$31,650.00
Milestone 5.12.4: Pre go-live process review and training session complete
$14,340.00
Milestone 5.12.5: Maximo/Accela interface in Production
$18,060.00
TOTAL MILESTONE FEES FOR NEW TASKS $576,140.00
TOTAL NOT TO EXCEED AMOUNT FOR TASK 5.13 HOURLY SUPPORT SERVICES $250,000.00
LIMIT OF CONTRACT AMENDMENT $826,140.00
All otherterms,provisions,conditions,covenants and recitals ofsaidAgreement not expressly amended herein shall remain in
full force and effect.
APPROVED FOR APPROVED FOR
CITY O RT RTH: BRIO SERVICES,LLC d/b/a BRIO CONSULTING LLC:
i
By: By:
Jay C pa Nand erner ,
Assistant City a CEO "
Date: ! Date.
6/25/2018
APPROVED FOR CITY OF FORT WORTH:
RECOMMENDED BY:
/'V
Chris Harder,Interim Director, Water Department
Date:
John B. S ng,Assis ant City orney
First Amendment to Professional Services Agreement Page 3 of 4
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.
w
William Bailey, IT Manage , Water Department
Date: �-2S-18
ATTEST: � CaT�
M a S c tary ?_
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Date: AS M&M&C: C�����511�
1295: Ao - ataE39
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 FoRrti
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 Existing Additional IlProject
]AppropriationsIlAppropriationsIT tal*
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 1 11 11 1
Project $2,840,987.00 $2,002,340.00 F$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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M&C Review Page 4 of 4
Brio Certified Form 1295.pdf
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CERTIFICATE OF INTERESTED PARTIES FORM 1295
1 of 1
Complete.Nos.1.-.4.and.6 if there.are inWe?sted 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 eritity.`s.place Certifrcate.Nurriber:
of business. 20.18-346539
Brio Consulting; LLC
Houston; TX United States Date Filed-.
2 Name of governmental entity or state agency that is a party to the contract for which the form.is 04/30/2018
being filed.
City of Fort Worth nate Acknomt
/
3. Providey`the identification number used by the goyernmentaf entity or.state agency to track or identifthe contract,and (provide a
description of the services,goods;or other property to be provided under the contract.
46815.
Maximo Program Management.Services
Nature of interest
4_
Name of Interested Party City,State;Country(place of business) (check applicable
Controlling Intermediary
Wehmeyer, Mark Lake Mary, FL.United States, X
Lerner; Nancy Houston,TX United States X
5 Check only it-there is NO Interested Party.
S. UNSWORN DECLARATICIN
My name is /f(� CSL.r�i t. C _ i and my date of birth,is CJc'r 7 3
My address.is ll_� S/21ile4 !/i S
(sire et) (city} (state) (zip code) (country)
declare under penalty of perjury that the foregoing is true and correct.
Executed in /rZ!�� County; State of lL'.t�1�� on the day of
(m' onth) .(year)
Signature'of authorized agent of contracting business entity.
(E]eclarant}
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