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Home My WebLink AboutContract 46814-A2R1 CSC No. 46814-A2R1 REcENED r JIM CI CIT(SECR CITY OF FORT WORTH CONTRACT RENEWAL NOTICE June 2, 2020 Total Resource Management, Inc. 5695 King Centre Drive, Suite 200 Alexandria, VA 22315 Attn: Jagadisan Shival umar, President Re: Contract Renewal Notice City Secretary Contract Number 46814-A2-R1 (the "Contract") Renewal Term No. 1 for 46814-A2: July 1, 2020 to June 30, 2021 The above referenced Contract with the City of Fort Worth will expire on June 30, 2020. Pursuant to the Contract, contract renewals are at the sole option of the City. This letter is to inform you that the City is exercising its right to renew the Contract for an additional one (1) year period, which will begin on July 1, 2020. All other terms and conditions of the Contract remain unchanged. Please return this signed acknowledgement letter, along with a copy of your current insurance certificate,to the address set forth below, acknowledging receipt of the Contract Renewal Notice. Failure to provide a signed acknowledgment does not affect the renewal. Please log onto PeopleSoft Purchasing at http://fortworthtexas.gov/purchasing to ensure that your company information is correct and up-to-date. If you have any questions concerning this Contract Renewal Notice,please contact me at the telephone number listed below. Sincerely, Charmaine Baylor Sr. IT Business Planner Water Department Direct Line: (817) 392-6629 OFFICIAL RECORD CITY SECRETARY FT. WORTH TX Contract Renewal CSC:46814-A2R1 ACCEPTED AND AGREED: CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract,including ensuring all By: Dana Burghdoff(Ju 8,2020 N 27 CDT) performance and reporting requirements. Name: Dana Burghdoff Title: Assistant City Manager i By: Richard Lisenbee(Jun 5,202015:03 CDT) Name: Richard Lisenbee APPROVAL RECOMMENDED: Title: Senior IT Manager APPROVED AS TO FORM AND LEGALITY: Ch✓isfioohe✓ffa✓de✓ BY: Christopher Harder(Jun 8,202009:38 CDT) Name: Chris Harder t� Title: Director,Water Department By:J trong(Jun8,202013:3 T) ATTEST: Name: John B. Strong Title: Assistant City Attorney F O R 1' CONTRACT AUTHORIZATION: By: (J (J (/ Jun 8, 2020 Name: Mary Kayser Date Approved: Title: City Secretary ~ U - Total Resource Management, �- By: Name: Jagadisan Shivakumar Title: President OFFICIAL RECORD CITY SECRETARY T.WORTH,TX Contract Renewal UTY SECRE ARY FIRST AMENDMENT TO COMPACT NO. RCO PROFESSIONAL SERVICES AGREEMENT 6 2018 ettyor W� t Amendment to Professional Services Agreement(the"Amendment")is made between the City of Fort Worth 017Ys�Tfi WORTH"), 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 Gamer 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 Ay 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,Super-ion(HTFJSungard),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 $23,000 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 OFFICIAL ARGON Initial Interface Development and Unit Test $33,660 Review and Modify the Initial Development $14,960 CITY 11111O TAW Documentation &Assist Promotion to Prod $11,220 �T.WORTH,TX Total Cost for Interface $74,800 First Amendment to Professional Services Agreement Page i 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 GIL 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 PeopleSaft HR Functional Requirement Review $2,688 Develop Interface Design &Test Plan $4,480 Mod Interface Design&'rest 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 SeMees Agrcerncrt 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 Mad Interface Design &Test Plan-Sign off $1,276 Initial Interface Development and Unit Test $14,355 Review and Mollify 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 othertenns,provisions,conditions,covenants andrecitals ofsaidAgreementnotexpressiy amended herein shall remain in full force and effect. APPROVED FOR APPROVED FOR CITY O FORT RTH: Totalpesource Management inc.: By: � By: ]ay fapja V Garner R. Bennett Assistant City Manatizer President&CEO _ Date: ham Date: V APPROVED FOR CITY OF FORT WORTH: RECOM3 ENDED BY: Chris Harder,Interim Director,Water Department Date: First Amendment to Professional Services Agreement Page 3 of 4 Jo B. Strong,Assistant ' 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. W"L- , K;�' William Bailey,IT Manager,Water Department Date: A '7 M J. kay r, S tary M&C' aCaa-Vrill� �L7CA5 ❑❑_ Date: 1295% ^iu — � OFFICIAL RECORD crrr s vCffARII 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 FORTH COUNCIL ACTION: Approved on 5/15/2018 -Ordinance No. 23214-05-2013 & 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 Bri❑ 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), http://apps.cfwnet.org/council_packet/mc_review.asp?ID=25868&councildate=5/15/2018 6/26/2018 M&C Review Page 2 of 4 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 MyH2O 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. MWWBE ❑FFlCE -A waiver of the goals for MBEISBE subcontracting requirements was requested by the Water Department and approved by the MWWBE 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 INFORMATIONICERTIFICATION: The Director of Finance certifies that upon approval of the above recommendations and adoption of the http:llapps.cfwnet.org/council_packet/mc_review.asp?ID=25868&councildate=5/15/2018 6/26/2018 ,M&C Review Page 3 of 4 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 Project IlAppropriationslAppropriations 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 I$2,840,587.00 $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 Farm 1295.Pdf 60MAXIMO AMEND11- REiMB RESOLUTION.docx http://apps.cfwnet.org/council_packct/mc_review.asp?ID=25868&councildate=5/15/2018 6/26/2018 R V C'TY OECRETARY JU125 �� G`-, -;&ACT NO. c SECOND AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 46814 This Second Amendment to Fort Worth City Secretary Contract No. 46814 ("Second Amendment") is trade between the City of Fort Worth ("Fort Worth") and Total Resource Management, Inc. a Virginia corporation ("TRM°'). WHEREAS,Fort Worth and TAM entered into an Agreement identified as Fort Worth City Secretary Contract No. 46814 beginning July 1, 2015 (the "Agreement"); and WHEREAS, the Agreement was amended by Fort Worth City Secretary Contract No. 468 l4-.A I that added additional services and extended the term of the Agreement. WHEREAS, it is the collective desire of both Fort Worth and -PRIM to amend the Agreement to clarify the Term of the Agreement. NOW THEREFORE, KNOWN ALL BY THESE PRESENT, FORT WORTH and USER, acting herein by the through their duly authorized representatives,enter into this First Amendment, which amends the Agreement as follows: 1. Paragraph 2 of the Agreement shall be replaced in its entirety with the following: Term. The Agreement shall become effective July I, 20I5 (the "EfTective Date") and shall expire June 30, 2020 (the Expiration Date"), unless terminated earlier in accordance with the provisions of the Agreement or otherwise extended by the parties. The Agreement may be renewed for three (3) one year renewals at City's option, each a "Renewal Term." City shall provide Vendor with written notice of its intent to renew at least thirty(30) days prior to the end of each term. 2. All other terms,provisions,conditions,covenants and recitals of the Agreement not expressly amended herein shall remain in full force and effect. [Signature Page Follows] OFFICIAL RECORD 0TY SECRETARY Second Amendment to Fort Worth City Secretary Contract No.46814 i'agd ❑f Executed effective as of the date signed by the Assistant City Manager below. CITY: City of Fort Worth Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration Lof this contract, including ensuring all performance By and reporting requirements. Name:Chris Harder Title: Director Water Department Date: �lI�l I By: Name: (e_HA(LP L i5E N S fit: Approval Recommended-. Title: Slt- UjATeR tT SoGu.TiaKs w"GIL Approved as to Form and Legality: By: hJ y ij Name :Dana Burghdoff By: 11-A qi_1 Name: J n B. Strong Title: `uteri#m Assistant City Manager Title: Assistant City Attorney Attest: Contract Authorization: . By: ....� . Name: ''. Title: City Secretary U' �+ f SELLER: t Total Resource Management, Inc. By: Name: Jag disan Shivakumar Title: Se I etary & CTO Date: 15 July 2019 OFFICIAL RECORD CITY SECRETARY WORTH,T� Second Amendment to Fort Worth City Secretary Contract No.46814 Page: of 2