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HomeMy WebLinkAboutContract 36690-A2 City Secretary Contract No. ?J��y P AMENDMENT NO. 2 TO CITY SECRETARY CONTRACT NO. 36690 PROFESSIONAL SERVICES AGREEMENT WHEREAS,the City of Fort Worth("City") and MCM Technology, Inc., ("Consultant") a Delaware corporation, collectively referred to as the "parties," made and entered into a Professional Services Agreement styled as City of Fort Worth City Secretary Contract ("CSC") No. 36690 on or about March 3, 2008; and WHEREAS, the Professional Services Agreement involves implementation of efficient business work flow processes for asset and work order management responsibilities for the City; and WHEREAS, the parties previously amended the Professional Services Agreement via CSC No. 36690-Al to extend the term and modify the scope to include platform services for the Fort Worth Fire Department; CSC Nos. 36690 and 36690-A-1 are both incorporated herein by reference and collectively referred to as the"Agreement"; and WHEREAS, the parties now wish to amend the Agreement to modify the scope of services to include the current CommSHOP 360 platform to include services for the Fort Worth Police Department. NOW THEREFORE, City and Consultant, acting herein by and through their duly authorized representatives, hereby amend the Agreement as follows: 1. Exhibit A-1 to the Agreement, Pricing, shall be amended to add pricing for Data Conversion and User Training, as set forth in the "Professional Service Pricing" document attached hereto and incorporated into to the Agreement for all purposes. OFFICIAL RECORD CFW_MCM Technology CITY SECRETARY Amendment No.2 to CSC 36690 IrT� TX PageIof5 CITi t 08-31-11 PO4 :57 OUT 2. Exhibit A-3 to the Agreement, Statement of Work, shall be amended to add services for the Communications Asset Management System to expand the current CommSHOP 360 platform to include services for the Fort Worth Police Department. Such services are more specifically set out in the "Statement of Work" document attached hereto and incorporated into the Agreement for all purposes. 3. Section 1, Scope of Services, of the Agreement shall be modified to include the amended Exhibit A-3 as described in Section 2 of this Amendment. 4. Section 3, Compensation, is hereby amended to increase the contract amount by $6,237.00, thereby increasing the total contract amount to $35,598.00, inclusive of all services and expenses. 5. All other provisions of the Agreement that are not expressly amended herein shall remain in full force and effect. [SIGNATURE PAGE FOLLOWS] CFW_MCM Technology Amendment No.2 to CSC 36690 Page 2 of 5 Executed in multiple originals on this day of ACCEPTED AND AGREED: CITY OF FORT WORTH: MCM TECHNOLOGY,INC. B By: � Z6� Karen L. Montgomery Thomas A. Bartels Assistant City Manager Uiec President Date: Date: Date: ATTEST: ATT T: / By: ��� �h By: t� Marty Hendrix ® 1►"��c?� Name: VGA►, (/v. p °000000 °°City Secretary Title: AD oAPPROVED AS TO FORM a EGALITY: 00°000000° � Male hia B. Farmer ��b ��� Assistant City Attorney Contract Authorization: M&C: None required Approval Date: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX CFW_MCM Technology Amendment No.2 to CSC 36690 Page 3 of 5 EXHBIT A-1 CFW_MCM Technology Amendment No.2 to CSC 36690 Page 4 of 5 EXHIBIT A-3 CFW_MCM Technology Amendment No.2 to CSC 36690 Page 5 of 5 MCM Technology,Suits /e�� 3530 Vann Road, 523 105 /` Birmingham,55-89 9 35235 L 3WWW'" (205)655-89d9 This ouots Is Intended exclusively for the Protect and Licenses stated below Proposed : Tha City of Ft.Worth,with Intended use for the Ft.Worth Poll*Department Proposal Dab: 7/19/2011 Proposal Expiration: 10/19/2011 Channel Contect(s): N/A Lkensm MCM Rep: AC The City of Ft.Worth Quote 1. Q807191LAC.1 License Key:LN426624-14069541090 Nan-Published List Cost for Current Price Opportunity Perpetual Licensing: MCM403SL User/Seat License-Perpetual O $ 3,190.00 S 1,990.00 Total Software License Feu: $ 3,1" $ 1,990.00 MCM409PS-PO4 Year One Support A Maintenance(As a percent of Software Costa): ® S 638.00 S 396.00 NON-BUNDLED PROFESSIONAL SERVICES: hrlmplemeMot/a a Services MCM401PS-Pll Org Dynamics for Enterp Consolldatlon 0 $ S MCM401PS-P12 Org Dynamics for Enterp Expansion 0 S - $ MCM403PS-PI3 Disaster Planning,Response&Recovery 0 S - $ MCM401PS-PI4 Business Analysis A Review of Systems(BARS) 0 $ - $ - MCM401PS-PIS Effective Asset Management Utilization 0 S - $ MCM401PS-PI6 Interorganlzational Process&Strategy 0 S - $ - MCM401PS-PI7 Business Review A Assesmen%Processes 1 $ 2,650.00 S 1,537.00 MCM401PS-PIS Business Review A Assesmen%Personnel 0 S S 11"jak aintatbnsServkes MCM401PS-IS3 Dab Conversion 0 $ - $ - MCM401PS-IS2 DatsbaseConfigunstlon 0 $ - S - MCM401PS-IS3 Installation Samices 0 MCM401PS-IS4 Project Management,Operational 0 - MCM401PS-IS5 Project Management,Executive 0 $ - $ - MCM403PS-ISS Project Analysis A Documentation 0 $ $ MCM401PS-IS7 User Training 1 $ 2,650.00 S 1,537.00 Post4mplementotlon Services MCM402PS•POI Personnel&Process Re-Enginearing 0 $ - $ MCM401PS-P02 Business Process Re-Enginearing 0 $ $ MCM401PS-P03 Executive Leveraging of MCM Solution 0 $ - S MCM409PS-PO4 Support&Maintenance 0 S - $ -yesrone price as%of software costs Other Iro*sslond s"Wein; 8 hours MCM401PS-OTI Custom Report Creation B0 MCM401PS-OT2 Customization&Appl Development 0 $ $ - 0d MCM401PS-OT3 Consuhing/Professlonal Services IJ $ $ - Total Non-Bundled Professional Services: $ S,300.00 $ 3,074.00 MCM40STRV Add'l Travel charge $ 77S.00 $ 775.00 TOTAL YEAR-ONE COSTS: USD 9,903.00 USD 6,237.00 ••Year Two Support A MaIntansnae(Msdudes hosting,N applkabls) $ 663.S2 $ 413.92 AN P Isla Is quoted In US Dollars.Tensile are not YscMdM In prising,seed would be addftlonal,It applkabN, and would be:ant of tlu cualornes, '•Support&Maintenance(and/or subscription license,If applicable)shall be renewable annually for any number of 12 month terms.The annual renewal raft shag be determined teased upon the prevailing rate of the time of the renewal.At no time shall the renewal raft locreses more then 5%over the prior Y"es raft. The full"sea rwwwal fees are prepaid and am due and payable at the time of the renewal.Support& Maintenance Includes:technl*I support regarding softwere questions;guidance regarding operational Year 2 of this quote represents a price increase of 4.0% •Professional Services Bundles Inkude any number of the"non-bundled'Professional Services listed above, Including time necessary for the Imlemenbtlon of the purchased Software AppB*tlons. EXHIBIT B: STATEMENT OF WORK Life-Cycle3600&lutions Statement of Work CommSHOP 360* TM Communications Asset Management System Prepared for: The City of Fort Worth, TX Table of Contents I. Executive Summary II. Project Scope Deliverables Project Timeline III. Engagement Assumptions IV. Implementation Methodology SECTION 1 —Pre-Install Tasks Review and Assessment 1. Business Process Analysis and Review SECTION 2—Database Configuration 1. Agency Hierarchy 2. Defining Permissions for Police Users SECTION 3-Training 1. Training Schedule 2. Access to Standard Manuals and Documentation 3. Custom Training Materials 4. Project Training Requirements V. Project Financials and Project Milestones Project Deliverables and Sign-off • Obtain project sign-off • Review and identify Warranty period and beginning of Maintenance period Additional Costs New Requirements: Product Enhancements, Training, or other Services Attachments Appendix A - Project Sign-off Document I. EXECUTIVE SUMMARY MCM Technology, LLC ("MCM") sells and supports an all encompassing Asset Management Enterprise software application designed specifically to track and record life-cycle activities of Assets from Acquisition to Disposition. The CommSHOP 360°TM Solution is a multi-user management solution that accumulates and maintains data to assist in the management of serialized and/or capitalized assets, while maintaining real-time control of the asset's location, condition, and historical movement. The system also has an integrated state-of-the-art Work Order management system that tracks consumable inventory usage, manages and reports on labor usage, and compiles revenue and expense management data. The City of Ft. Worth CIS ("Client") is currently using the CommSHOP 360°Tm application to manage the day to day internal operations. In an effort to provide a more consistent management platform and increase efficiency, citywide, the current management platform will be expanded to include the Ft. Worth Police Department and their communications / mobile data equipment. For this phase of the Ft. Worth Police expansion the vast majority of the communications / mobile data records already reside in the Ft. Worth CIS database. Ft. Worth Police will be purchasing additional licenses and services to access these records and enhance the service process within the City. II. PROJECT SCOPE MCM will expand the current software platform to meet all the requirements listed in this Scope of Work. Deliverables The following are the project deliverables as defined: Software Expansion (to Ft. Worth Police Department): 1. CommSHOP 3600TM core modules (2 Licenses): ■ Agency ■ Asset ■ Work Order ■ Parts Inventory ■ Purchasing ■ Project Management ■ Reporting Hardware: The Client will be responsible for providing all the hosting hardware to house the database and application. Services: 1. Business Process Analysis and Review 2. Database Configuration and Review 3. On-Site Training Proiect Timeline MCM proposes to begin the implementation process, as described in this document, within 90 days of the contract award. MCM proposes to complete the implementation of the system within 90 days of the start date of the project. The timeline shown in this chart is tentative based on the date of the award. III. ENGAGEMENT ASSUMPTIONS The following assumptions apply to this engagement: ■ Client will identify a resource prior to commencement of this initiative to serve as the project manager to whom MCM will transfer knowledge. ■ Client Subject Matter Experts (SME's) will be available on an as needed basis to support the project objectives and deliverables. ■ MCM is solely responsible for MCM project staffing. ■ MCM agrees to sign all non-disclosure agreements, as necessary. ■ Changes to the scope of the contract including but not limited to, expanding the area of responsibility, enhancement requests, or a change of work location, will be negotiated. ■ Work will be performed remotely at MCM's facility and on-site at Client's facility. ■ The Client will provide MCM personnel with the appropriate facilities necessary to complete the defined scope of work in time frames that support the project. Facilities include but are not limited to: • Pentium Workstation • Suitable office or work space to perform project duties • Telephone • Facility/Security Access Badges • E-mail or ability to access outside systems • Network/Peripherals Access ■ MCM will not be responsible for delays caused by the unavailability of Client personnel, or other events beyond its control (e.g. malfunctioning infrastructure elements, delays of input data), as these delays could directly impact end-date deliverables. ■ Client will provide MCM with all workstations to be configured upon arrival for commencement of the project. ■ MCM will provide Client with status reports reflecting accomplishments, issues and recommendations, and planned accomplishments for the next reporting period. Status reports will be presented on an as-needed basis during a milestone period and at the end of each milestone. IV. IMPLEMENTATION METHODOLOGY Pre-install Tasks Review and Assignment SECTION 1 — Business Process Analysis and Review 1. Business Process Analysis and Review The Client has identified service goals and desired changes in business processes to streamline operations within the city. The Business Process Analysis and Review is designed as a consulting service to help the Client meet these goals. MCM's Project Manager will conduct a series of webinars / conference call's prior to the onsite visit. During these sessions current processes will be discussed, inefficiencies will be identified and future processes improvements will be recommended and instituted with the agreement of the group. In addition, MCM's Project Manager will provide detailed process flow charts and documentation as reference for current and future city employees. SECTION 2— Database Configuration Configuration Tasks 1. Agency Hierarchy In order to accommodate the business processes of the Ft Worth Police department there will be slight modifications made to the "Agency Hierarchy". These changes will not interrupt the current process that the Client has in place, but merely allow for more detailed location tracking and reporting capabilities. During the Business Process Analysis and Review, MCM Project Manager will determine, with input from the Client, the best hierarchal alignment for optimal efficiency and reporting. 2. Defining Permissions for Police Users Permissions are defined by User Group and by Module. Though a user is given access to a given module from their group menu, they still must have the appropriate permission levels to function within the modules. MCM Project Manager will work with Client to understand and establish permissions for Police users, based on results of the Business Process Analysis and Review. SECTION 4— Training 1. Training Schedule The training schedule will be set by the MCM Project Manager and the Client Project Lead(s). This schedule should take into consideration the availability of key personnel and their schedules. The schedule is generally made up of multiple sessions that cover the same topics, so that small groups of personnel can be trained at different times, without affecting your normal workload and staffing capabilities. MCM's Project Manger will be onsite for the training activities. These sessions will be set up at the discretion of the Client and can include all new, current and future users. 2. Access to Standard Manuals and Documentation MCM provides online training documentation within the application that can be accessed from the Help menu. A printed copy of the manual in PDF format is also included on the server under the installation folder in a "Help" folder. 3. Custom Training Materials During the course of the install, the training team may develop customized training documents to be used during the training sessions. This is an additional fee-based Professional Service that is incrementally available to Client and can be included in the scope of the job, when required. 4. Project Training Requirements Training sessions will be held for the following CommSHOP 360°TM core modules and optional applications: • Agency • Assets • Work Orders • Parts Inventory • Purchasing • Project Management • Reporting VI. PROJECT SIGN-OFF AND PROTOCOL MCM proposes delivering the services detailed in this Statement of Work in the most efficient time line possible. (Dates to be determined) Project Deliverables and Sign-off 1. Project sign-off on all deliverables Upon completion of the project, MCM will provide an acceptance document to be signed by the Client project manager to identify completion and acceptance of all deliverables (See Appendix—A). New Requirements: Product Enhancements, Training, or other Services During the implementation, there are typically some new requirements or enhancements that are discussed which were not included in the original scope of the project. There are a couple of ways that this is generally addressed: A. If there are funds available within the project that can be used, the MCM Project Manager will provide documentation on the new requirements that will be agreed upon by both parties. B. If the funds are not available with the project, a separate Quotation or Change Order will be provided along with documentation on the new requirements that will be agreed upon by both parties. Additional Costs Incurred Additional costs incurred by Client before, during, or after the project that are outside the scope of work detailed in this document will be borne solely by the Client. This includes, but is not limited to, cost for the purpose of providing site access, insuring technological compatibility, undertaking hardware upgrades, etc. MCM will not incur or invoice Client for any expenses relating to activities outside of the scope of work, without prior written approval from Client. Appendix A Project Sign-Off Document Go-Live and Acceptance Once the training session(s) has been delivered, the system will be considered in a "Go- Live" state. It will be the responsibility of the customer to maintain the data in the system from that point forward. Client hereby accepts the deliverables outlined in this SOW and agrees that the system is in a Go —Live state: Accepted by: PRINT NAME TITLE SIGNATURE Date: