HomeMy WebLinkAboutOrdinance 19575-03-2011Ordinance No. 19575-03-2011
AN ORDINANCE INCREASING THE ESTIMATED RECEIPTS AND APPROPRIATIONS
IN THE GENERAL FUND IN THE AMOUNT OF $85,000.00, AND DECREASING THE
UNAUDITED, UNRESERVED, UNDESIGNATED GENERAL FUND FUND BALANCE BY
THE SAME AMOUNT, FOR THE PURPOSE OF PROVIDING FUNDING FOR PHASE II
RECONCILIATION OF THE MUNICIPAL COURT SERVICES FINANCIAL ACCOUNTS;
PROVIDING FOR A SEVERABILITY CLAUSE; MAKING THIS ORDINANCE
CUMULATIVE OF PRIOR ORDINANCES; REPEALING ALL ORDINANCES IN
CONFLICT HEREWITH; AND PROVIDING AN EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS:
SECTION 1.
That in addition to those amounts allocated to the various City departments for Fiscal Year 2010-2011 in the
Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the
General Fund in the amount of $85,000.00, and decreasing the unaudited, unreserved, undesignated
General Fund Fund Balance by the same amount for the purpose of providing funding for Phase II
Reconciliation of the Municipal Court Services Financial Accounts.
SECTION 2.
That should any portion, section or part of a section of this ordinance be declared invalid, inoperative or void
for any reason by a court of competent jurisdiction, such decision, opinion or judgment shall in no way
impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining
provisions shall be and remain in full force and effect.
SECTION 3.
That this ordinance shall be cumulative of Ordinance No.19355 and all other ordinances and appropriations
amending the same except in those instances where the provisions of this ordinance are in direct conflict
with such other ordinances and appropriations, in which instance said conflicting provisions of said prior
ordinances and appropriations are hereby expressly repealed.
SECTION 4.
This ordinance shall take effect upon adoption.
APPROVE S O F M AND LEGALITY:
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Assi t City A r ey
ADOPTED AND EFFECTIVE: March 8. 2011
City of Fort Worth, Texas
Mayor and Council Communication
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COUNCIL ACTION: Approved on 3/8/2011 -Ordinance No. 19575-03-2011
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DATE: Tuesday, March 08, 2011
LOG NAME: 38NASHWEST5
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REFERENCE NO.: *"C-24770
SUBJECT:
Authorize Amendment to City Secretary Contract No. 39319 with NashWest, LLC, Increasing
Compensation by $85,000.00 for Phase II Reconciliation of the Municipal Court Services Financial
Accounts and Adopt Supplemental Appropriation Ordinance Increasing Appropriations in the General Fund
by $85,000.00 and Decreasing the Unaudited, Unreserved, Undesignated General Fund Fund Balance
by the Same Amount
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to amend City Secretary Contract No. 39319 with NashWest, LLC, for
Phase II Reconciliation of the Municipal Court Services Financial Accounts to increase compensation by
$85,000.00 for a total projected compensation of $160,006.00; and
2. Adopt the attached supplemental appropriation ordinance increasing appropriation in the General Fund
by $85,000.00 and decreasing the unaudited, unreserved, undesignated General Fund fund balance by
the same amount.
DISCUSSION:
On December 2, 2008, the City Council approved M&C C-23194, which authorized execution of a
contract with NashWest, LLC, for staff augmentation associated with reconciling the Municipal Court
Services financial accounts. The Phase I project under this contract identified numerous issues specific to
the financial processing of citations in the CourtView case management system. The key concern was
inaccurate distribution of accounts for some citations resulting in the incorrect calculation of fines and fees
owed to the State, Municipal Court and to citizens. Among the identified sources of the problems were
pre-existing mainframe errors in the distribution of accounts and the processing of payments, conversion
errors in the distribution of accounts along with pre and post go live errors in the setup of financial related
codes.
On September 22, 2009, the City Council approved M&C C-23786, which authorized execution of a
contract for Phase tl Reconciliation of the Municipal Court Services financial accounts. The Municipal
Court Services Department information technology staff has two major projects in process: the external
collections initiative and the financial reconciliation project. In the process of addressing previously
identified issues related to compromised data on old cases in order to prepare them for referral to
collections new or previously undetected issues impacting financials have been identified and
resolved. The constant monitoring of the system for unintended consequences from clean-up tasks
coupled with running and rerunning data to resolve errors have required additional work from NashWest
not previously anticipated. Additionally, legislative changes have added a new moving violation fee and
resulted in the creation of the Juvenile Case Manager fee and NashWest has been monitoring and
reconciling data to ensure that the system changes implementing these new fees are operating properly
Logname: 38NASHWEST5 Page 1 of 2
and not causing unintended consequences to pre-existing calculations.
Additionally, the Department incurred additional billable hours from NashWest, LLC, associated with
responding to questions from the auditors preparing the CAFR, ongoing Texas Department of Public
Safety Reports and legal case research. Paying for the assistance with these items caused the total
compensation to exceed the projected amount that was authorized in M&C C-23786. Additionally, the
completion of the tasks outlined in the original statement of work and the newly identified tasks outlined
above will require additional funding. It has been determined that $22,000.00 is needed to compensate
NashWest, LLC, for services rendered to date and that an additional $63,000.00 is needed to complete
the high priority reconciliation tasks. With these increases, the final compensation under the contract will
be $160,006.00.
M/WBE- Due to NashWest, LLC's involvement in the original contract and familiarity with the system, a
departmental request for waiver of M/WBE subcontracting requirements was submitted by the Municipal
Court Services Department. The waiver was approved on August 17, 2009.
FISCAL INFORMATION /CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above recommendations
and adoption of the attached supplemental appropriation ordinance, funds will be available in the current
operating budget, as appropriated, of the General Fund. Upon approval, the unaudited, unreserved,
undesignated fund balance of the General Fund will exceed the minimum reserve as outlined in the
Financial Management Policy Statements.
FUND CENTERS:
TO Fund/Account/Centers
2) GG01 539120 0381000
CERTIFICATIONS:
Submitted for City Manag_er's Office by;
Originating Department Head:
Additional Information Contact:
FROM Fund/Account/Centers
$85,000.00 1) GG01 539120 0381000 $85.000.00
Charles Daniels (6183)
Deidra Emerson (6711)
Deidra Emerson (6711)
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