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HomeMy WebLinkAboutContract 45181 (2)STATE OF TEXAS C1TY SECPAire-M CONTRACT COUNTIES OF TARRANT DENTON AND WISE THIS CONSULTING SERVICES AGREEMENT ("Agreement") is made and entered into by and between the City of Fort Worth, Texas, a municipal corporation situated in Tarrant, Denton and Wise Counties, Texas, hereinafter called the "City," acting herein by and through Fernando Costa, its duly authorized Assistant City Manager, and Westin Engineering, Inc. hereinafter called the "Consultant," acting herein by and through _S f - its duly authorized rtiPb WHEREAS, the City desires consulting services to acquire and implement a mobile workforce management (MWM) system; and WHEREAS, the City desires to hire a professional firm knowledgeable and experienced in performing such services; and WHEREAS, the Consultant has represented that it is knowledgeable and experienced in performing such services. NOW, THEREFORE, in consideration of the mutual covenants and agreements herein contained, the parties hereto do hereby covenant and agree as follows: SECTION 1. DEFINITIONS In this Contract, the following words and phrases shall be defined as follows: Citv's Representative means the Director of the Water Department or his designee. Contract Documents means this contract, plus any Exhibits attached hereto and incorporated herein. Deliverable Document means a report, photograph, electronic file, or an invoice that shows the completion of one of the work tasks and/or subtasks. Electronic files shall be in Word, Excel, AutoCad, or similar software and shall be provided as requested by the City. Notice to Proceed means the letter issued by the City that authorizes Consultant to begin work. It also authorizes future invoices to be paid in accordance with the Milestone Acceptance Form attached hereto. The City hereby contracts with the Consultant as an independent consultant, and the Consultant hereby agrees to perform the professional services set out herein in accordance with standard utility rate -setting practices and policies. RNCORD j c i t1:(K. ) 11:%1 U fl:t1ri lu uJ u EIVGD DEC SECTION 2. SCOPE OF SERVICES Consultant hereby agrees to provide the City with professional consulting services to develop requirements and assist the Water Department with the selection of a mobile workforce management (MWM) system. Attached hereto and incorporated herein for all purposes incident to this Agreement is Exhibit `A,' Statement of Work, more specifically describing the services to be provided hereunder. If there is any conflict between this Agreement and Exhibit A, the terms and conditions of this Agreement shall control. SECTION 3. TIME OF PERFORMANCE Services of the Consultant shall commence upon execution of this Agreement. Unless otherwise directed by the City and agreed to by the Consultant, all deliverables set forth in Exhibit A shall be concluded in final form acceptable to the City and this Agreement shall expire on March 1, 2014 SECTION 4. COMPENSATION TO THE CONSULTANT AND METHOD OF PAYMENT As compensation for the services required to complete this Project in accordance with the terms of this Agreement, the City agrees to pay the Consultant the fixed price amount of $224,260.00 in accordance with the Payment Schedule which is attached hereto and incorporated herein as Exhibit "B." This amount shall constitute full and complete compensation for the Consultants services under this Agreement, including all expenditures made and expenses incurred by the Consultant in performing such services. Consultant shall verify the quality of each deliverable before submitting it to the City for review and approval. The City will review all deliverables to determine their acceptability and signify acceptance by execution of the Milestone Acceptance Form, which is attached hereto and incorporated herein as Exhibit "C " The City will have ten (10) days to review the project deliverables after submission. The deliverables are deemed acceptable after Ten (10) days if the City fails to accept the deliverables or notify Westin of deficiencies. If the City rejects the submission, it will notify the Consultant in writing as soon as the determination is made listing the specific reasons for rejection. The Consultant shall have ten (10) days to correct any deficiencies and resubmit the corrected deliverable. Payment to the Consultant shall not be authorized unless the City accepts the deliverable in writing in the form attached. The City's acceptance will not be unreasonably withheld. Following acceptance by the City, invoices will be due upon receipt and payable within thirty (30) days. Reimbursable expenses are part of the fixed priced amount and include, but are not necessarily limited to subcontractors expenses, travel, report production and other out-of-pocket expenses, which shall be paid based upon actual cost, supported by such documentation as the City may reasonably request. SECTION 5. PROFESSIONAL RESPONSIBILITY AND WARRANTY Consultant shall perform services consistent with skill and care ordinarily exercised by other professional consultants under similar circumstances at the time services are performed, subject to any limitations established by City as to degree of care time or expense to be incurred or other limitations of this Agreement. Consultant further warrants that it will perform all services under this Agreement in a safe, efficient and lawful manner using industry accepted practices, and in full compliance with all applicable state and federal laws governing its activities and is under no restraint or order which would prohibit performance of services under this Agreement. SECTION 6. ESTABLISHMENT AND MAINTENANCE OF RECORDS Records shall be maintained by the Consultant at its place of business with respect to all matters covered by this Agreement. Such records shall be maintained for a period of three (3) years after receipt of final payment under this Agreement. SECTION 7. AUDITS AND INSPECTIONS The Consultant agrees that the City shall, until the expiration of three (3) years after the final payment under this Agreement have access to and the right to examine any directly pertinent books documents papers and records of the Consultant involving transactions relating to this Agreement The Consultant agrees that the City shall have access during normal working hours to all necessary Consultant facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. The City shall give Consultant reasonable advance notice of intended audits. The Consultant further agrees to include in all its subcontracts hereunder a provisions to the effect that the subcontractor agrees that the City shall, until the expiration of three (3) years after the final payment and directly pertinent books documents, papers and records of such subcontractor, involving transactions to the subcontract, and further that City shall have access during normal working hours to all subcontractor facilities, and shall be provided adequate and appropriate work space, in order to conduct audits in compliance with the provisions of this article, and shall give subcontractor reasonable advance notice of intended audits. SECTION 8. INDEMNITY THE CONSULTANT AGREES TO DEFEND, INDEMNIFY AND HOLD HARMLESS THE CITY AND ITS OFFICIALS, AGENTS AND EMPLOYEES FROM AND AGAINST ANY AND ALL THIRD PARTY CLAIMS, ACTIONS, SUITS OR PROCEEDINGS OF ANY KIND BROUGHT AGAINST SAID PARTIES TO THE EXTENT CAUSED BY THE NEGLIGENT ACT, ERROR, OR OMISSION OF THE CONSULTANT OR ANYONE FOR WHOM IT IS LEGALLY LIABLE IN THE PERFORMANCE OF SERVICES HEREUNDER. THE CONSULTANT IS NOT REQUIRED HEREUNDER TO DEFEND, INDEMNIFY AND HOLD HARMLESS THE CITY OF FORT WORTH AND ITS OFFICIALS AGENTS AND EMPLOYEES FROM LIABILITY RESULTING FROM THE NEGLIGENCE OR WRONGFUL ACTS OF THE CITY OR ANY THIRD PARTY. THE INDEMNITY REQUIRED HEREUNDER SHALL NOT BE LIMITED BY REASON OF THE SPECIFICATION OF ANY PARTICULAR INSURANCE COVERAGE IN THIS AGREEMENT CONSULTANT SHALL HAVE NO OBLIGATION TO PAY FOR ANY OF THE CITY'S DEFENSE RELATED COST PRIOR TO A FINAL DETERMINATION OF LIABILITY OR TO PAY ANY AMOUNT THAT EXCEEDS THE FINALLY DETERMINED PERCENTAGE OF LIABILITY BASED UPON THE COMPARATIVE FAULT OF CONSULTANT. SECTION 9. COMPLIANCE WITH LAWS In providing the scope of services outlined herein, the Consultant shall comply with all applicable laws, ordinances, and codes of the Federal, State and local governments Consultant certifies that on the day work is to commence under this Agreement and during the duration of the Agreement, it shall have and maintain current valid and appropriate federal and state hcenses and permits necessary for the provision of services under this Agreement Consultant also certifies that if it uses any subcontractor in the performance of this Agreement, that such subcontractor shall have and maintain current valid and appropriate federal and state licenses and permits necessary for the provision of services under this Agreement. SECTION 10. NON-DISCRIMINATION During the performance of this Contract, Consultant agrees not to discriminate against any employee or applicant for employment because of race, religion, color sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Consultant. Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of the non-discrimination clause. Consultant also agrees that in all solicitations or advertisements for employees placed by or on behalf of this Contract, that Consultant is an equal opportunity employer. Notices, advertisements, and solicitations placed in accordance with federal law rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. SECTION 11. MODIFICATION No modification of this Agreement shall be binding on Consultant or the City unless set out in writing and signed by both parties. Modifications shall be in the same format as the final specification showing the change or addition of a task, project schedule, deliverable document(s) and schedule of payments. SECTION 12. PERSONNEL The Consultant represents that it has, or will secure at its own expense all personnel required in performing all of the services required under this Agreement. Such personnel shall not be employees of or have any contractual relationships with the City. All the services required hereunder will be performed by the Consultant or under its supervision and all personnel engaged in the work shall be qualified and shall be authorized or permitted under state and local law to perform such services. The Consultant represents that the Consultant's Project Manager is available to ensure completion of the scope of services pursuant to this Agreement. SECTION 13. ASSIGNABILITY Neither party hereto shall assign, sublet or transfer its interest herein without prior written consent of the other party and any attempted assignment, sublease or transfer of all or any part hereof without such prior written consent shall be void. SECTION 14. DEFAULT Consultant shall not be deemed to be in default because of any failure to perform under this Agreement, if the failure arises from causes beyond the control and without the fault or negligence of Consultant. Such causes shall include acts of God, acts of the public enemy, acts of Government, in either its sovereign or contractual capacity, fires, flood, epidemics, quarantine restrictions, strikes, freight embargoes, and unusually severe weather. If Consultant fails to begin work herein provided for within the time specified above, or to complete such work within the time specified above, within the true meaning of this Agreement, City shall have the right to take charge of and complete the work in such a manner as it may deem appropriate If City exceeds the costs detailed in the attached documents, City may deliver to Consultant a written itemized statement of the total excess costs, and Consultant shall reimburse City for such excess costs without delay If, at any time during the term of this Contract, the work of Consultant fails to meet the specifications of the Contract Documents, City may notify Consultant of the deficiency in writing. Failure of Consultant to correct such deficiency and complete the work required under this Agreement to the satisfaction of City within fifteen (15) days after written notification shall constitute default, and shall result in termination of this Agreement. All costs and attorneys fees incurred by City in the enforcement of any provision of this Agreement shall be paid by Consultant. The remedies provided for herein are in addition to any other remedies available to City elsewhere in this Agreement and by law. SECTION 15. TERMINATION FOR CONVENIENCE Either party may terminate this Agreement for its convenience at any time by giving at least thirty (30) days notice in writing to the other party. In the event of termination pursuant to this paragraph, Consultant shall be entitled to receive payment for all work completed or in progress and for costs reasonably incurred to close out its project services. Compensation is to include fees, expenses and liabilities to subcontractors or other third parties. Consultant will make reasonable attempts to cancel all such liabilities in order to mitigate the cost to the City If this Agreement is terminated due to the fault of the Consultant, Section 14 hereof relative to termination shall apply SECTION 16. INSURANCE Consultant shall maintain at its own expense the following insurance: 1. Commercial General Liability (CGL) $1,000,000 each occurrence $2,000,000 aggregate limit 2. Workers' Compensation Statutory limits Employer s liability $100 000 each accident/occurrence $100 000 Disease - each employee $500 000 Disease - policy limit 3. Automobile Liability 4. $1 000,000 each accident on a combined single limit basis Split limits are acceptable if limits are at least $250,000 Bodily Injury per person / $500,000 Bodily Injury per accident / $100,000 Property Damage 5. Errors & Omissions (Professional Liability) $1,000,000per claim and aggregate The certificate of insurance shall document the City of Fort Worth, its' Officers, Employees and Volunteers as an "Additional Insured" on all liability policies. The additional insured requirement does not apply to Workers' Compensation policies The certificate of insurance shall provide thirty days (30) notice of cancellation or non -renewal. Example: "This insurance shall not be canceled, limited in scope or coverage, cancelled or non -renewed, until after thirty (30) days prior written notice has been given to the City of Fort Worth. The certificate shall be signed by an agent authorized to bond coverage on behalf of the insured be complete in its entirety, and show complete insurance carrier names as listed in the current A.M. Best Property & Casualty Guide All policies shall include a Waiver of Subrogation (Rights of Recovery) in favor of the City of Fort Worth. The insurers for all policies must be licensed and/or approved to do business in the State of Texas. Except for workers' compensation, all insurers must have a minimum rating of A-: VII in the current A. M. Best Key Rating Guide or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required, written approval of Risk Management is required. If insurance policies are not written for specified coverage limits, an Umbrella or Excess Liability insurance for any differences is required. Excess Liability shall follow form of the primary coverage. Unless otherwise stated, all required insurance shall be written on the `occurrence basis' . If coverage is underwritten on a claims -made basis, the retroactive date shall be coincident with or prior to the date of the contractual agreement and the certificate of insurance shall state that the coverage is claims -made and the retroactive date. The insurance coverage shall be maintained for the duration of the contractual agreement and for two (2) years following completion of the service provided under the contractual agreement or for the warranty period, whichever is longer. An annual certificate of insurance submitted to the City shall evidence such insurance coverage. Policies shall have no exclusions by endorsements, which nullify the required lines of coverage, nor decrease the limits of said coverages unless such endorsements are approved in writing by the City In the event a contract has been bid or executed and the exclusions are determined to be unacceptable or the City desires additional insurance coverage, and the City desires the Consultant/engineer to obtain such coverage, the contract price shall be adjusted by the cost of the premium for such additional coverage plus 10%. Certificates of Insurance shall be furnished to the City upon the request of the City. SECTION 17. SEVERABILITY If any portion of this Contract is held to be void, invalid, or otherwise unenforceable, in whole or part, the remaining portions of this Contract shall remain in effect. SECTION 18. VENUE Should any action, whether real or asserted, at law or in equity, arise out of the terms of this Contract, venue for said action shall be in Tarrant County, Texas. SECTION 19. AGREEMENT AMENDMENT This Contract and all attachments represents the entire understanding between the City and the Consultant in respect to the Project, supersedes any and all prior written or oral negotiations of agreements between the parties, and may only be modified in writing signed by both parties. SECTION 20. NOTICES All written notices to the respective parties shall be sent by registered mail and be addressed as follows: CITY OF FORT WORTH Mr Frank Crumb, P.E. Water Department Director City of Fort Worth 1000 Throckmorton Fort Worth, Texas 76102 CONSULTANT Mr Doug Spiers, Esq., P E Vice President Westin Engineering, Inc 3100 Zinfandel Drive, Ste 300 Rancho Cordova, CA 95670 SECTION 21. CAPTIONS The captions of this Contract are for informational purposes only and shall not in any way affect the substantive terms and conditions of the Contract. SECTION 22. CONFLICTS This Contract is the sole agreement between the City and the Consultant and any and all other prior agreements, whether oral or written, are merged into this Contract and of no further force or effect. EXECUTED on this, the elL day of Westin Engineering, Inc. By: Its: Date Witness i , 2013. City of Fort Worth, Texas: Fernando Costa Assistant ity anager iz%3,3 Date Approval Recommended Or) Frank Crumb, P.E., Director Fort Worth Water Department APPROVED AS TO FORM AND LEGALITY: Maleshia B. armer Sr. Assistant City Attorney ATTEST: ary Kayse� City Secretary Contract Authorization: M&C: C-26411 Date Approved: 8/20/2013 ep fr:1 . i�•4 .\ ., aei\ 0 n Ow' ck/C14) 0 -1\7. asti 0 0, 0 \oeick 00 ...3 a ©FFIfIAP RECORF @la SECRETARY Eir rij u WOhfflft • EXHIBIT A STATEMENT OF WORK Task 100 — Project Strategy Development Task Objective To develop a Project Strategy for the MWM selection including defining the business scope, systems and technical scope, and to obtain management concurrence on the resulting plan The resultant plan of action will be the "Project Strategy Plan" for selecting the MWM solution that is most advantageous to the FWWD. Subtask 110: Project Initiation Westin will initiate the MWM evaluation and analysis effort by conducting a Project Kickoff Workshop for the FWWD's project team and other FWWD staff that will participate in this project. The workshop is anticipated to last no longer than two (2) hours and will involve the project core team and key members of management. Because of the nature of the project, we suggest designating a Project Manager to coordinate schedules for staff activities and facilitate obtaining information and document requests. The Project Manager should charter staff members within the Division comprising subject matter experts (SME s) as the project core team who will be involved in the workshops. SME's should be knowledgeable enough to represent their sections or operating units who will be impacted by the project. The workshop agenda will include the following: • Reviewing the scope, business processes developed during Phase I of the project and clarifying the project scope, timeline, deliverables, and approach; • Advising participants so they can prepare for the requirements workshops; • Confirming the roles of participants on upcoming project tasks; and Scheduling workshops and other project activities. The meeting will result in a unified vision among the project's participants. Subtask 120: Project strategy Workshops The Westin team will conduct Project Strategy workshops to include key stakeholders identified by the FWWD. Key stakeholders include management and supervisors with responsibility for staff whose work practices will be changed by the project outcome. Westin anticipates up to two (2) 4-hour workshops for the Project Strategy. The objective of these workshops will be to define the boundaries limits and constraints associated with the MWM system selection project phase within the two scope areas: business, systems and technology. Business Process Scope The business process scope of the project defines the business processes that will be included within the scope of the project. Workshop participants will review the business processes and requirements developed during the Assessment phase (Phase I) and further refine the scope, interdependencies and interaction of the business processes and requirements. Systems and Technical Scope The systems and technical scope of the project defines the systems and technical components that will need to be part of the MWM solution. This will include the overall systems architecture components for application servers, web servers, print servers, terminal servers, special purpose hardware, desktop hardware, communications, network devices, mobile and wireless devices, storage and backup devices and media, systems software, communications, database tools, data management tools, decision support tools, presentation tools and backup software. Subtask 130: Produce Strategic Project Plan At the conclusion of the Project Strategy workshops, a strategic project plan for the MWM selection will be prepared. The strategic project plan will contain the following: • Consolidated scopes to be included in the MWM selection phase within the two areas of business systems and technology services* • Identification of interfaces that need to be developed by system vendors; • A Microsoft Project work breakdown structure and schedule for the entire selection process; and • Potential implementation risks and opportunities for risk avoidance and/or mitigation. This strategic project plan will be the "roadmap" for obtaining the best MWM solutions that are most advantageous to FWWD. Prior to being finalized, the draft strategic project plan will be reviewed with the project core team and management. Task 100 Deliverables • Strategic Project Plan Task 200 — "To Be" Business Process Development Task Objective The objective of this Task is to assess the "As Is" business processes developed in Phase I for improvements or integration for the purpose of developing the desired "to be" business processes. Task Scope Westin will guide the business process improvement workshops with the core team and assist in the development of the "to be" business processes. This is a critical step that is often overlooked by Utilities seeking to implement MWM applications which results in automating the old and inefficient business processes. During the "to be' business process development, the process activities developed in Phase I are evaluated for improvements or integration. The "value added" activities are targeted for automation while the "non -value" activities are targeted for elimination. It is anticipated that not all the business processes map in Phase I will be within the scope of the MWM project, and may not be selected for improvement. During this process a list of management and policy issues are documented and presented to management for consideration and approval. Task 200 Deliverables • High level desired or "to be" Business process maps • List of management and policy issues for consideration Task 300 — Functional Systems Requirements Task Objective To further define the business and system requirements of sufficient detail to support the selection of the MWM solution. For this purpose, the desired or "to be" business processes developed in Task 200 are used and the process activities are analyzed to develop a detailed list of functional requirements. These requirements will be used to evaluate and select the best -in -class MWM system. Task Scope Westin will conduct up to four (4) 4-hour workshops with the core team to identify MWM requirements These workshops will leverage Westin's MWM requirements templates to ensure standards and efficiency of the requirements gathering process. The objective of the workshops is to define the following three scope areas: • Business — functional requirements and capabilities required by users; • Systems and Technical — non-functional requirements, including City technology standards, specialized hardware requirements, and/or software needs and • Transition — implementation services and on -going support for the system. Information generated at the workshops will be put into a format that compiles all requirements gathered. The format will be in the form of a detailed functional matrix that lists the requirements for the MWM. The detailed requirements matrix will be reviewed with FWWD staff to solicit feedback, in order to ensure thorough and comprehensive requirements are developed for each functional area. The detail requirements hst will be a direct input to the MWM selection and procurement activities, and the subsequent configuration activities during implementation. Task 300 Deliverables • Functional requirements workshops • Detailed functional requirements • Functional requirements review Task 400 — MWM Solution Analysis and Selection Task Objective To evaluate the best -in -class MWM systems available in the market place against FWWD's requirements and document the results including functionality, system requirements, system cost ranges, software vendor profile, and future direction of the software. A key component of selecting the best -in -class MWM system is to review the features and capabilities of available MWM applications including current systems within FWWD. During this task, Westin will work with FWWD selection team to identify the top two MWM systems that are capable of meeting the FWWD documented requirements. The most favorable MWM software will be selected by the FWWD selection team for implementation. Subtask 410 — Review of Best -in -Class MWM Systems Westin consultants with MWM expertise will conduct an industry review of the best -in -class systems and will document the results. This includes reviewing the capabilities of existing systems (such as Maximo) within FWWD against the functional requirements developed in Task 300. The scope of the review includes functional capabilities, license cost, interface effort required to interface to other systems such as SunGard HTE, PeopleSoft CRM, and Maximo. Westin will use the results of the best -in -class review against the FWWD s detailed functional and technical requirements which were developed in Task 300 and provide a MWM System Analysis Report describing the capabilities of the best -in -class MWM systems. Finally, Westin will conduct one (1) or two (2) half a day workshop with the FWWD s project selection team to review the MWM System Analysis Report and select the two (2) top MWM systems for further evaluation demonstration and selection We recommend that the project selection team comprise the key stakeholders who were involved in the project strategy development (subtask 120) or a smaller subset of the same. Subtask 420 — Presentation and Selection of Best -in -Class MWM System Westin will use the functional and technical requirement gathered in Task 200 to develop MWM demonstration scripts which will be used during the vendor software presentations These scripts will be applied equally to both vendors during the demonstrations thus affording the selection team an opportunity to evaluate each vendor against a common set of requirements. Westin will also prepare presentation evaluation forms for scoring the software for each vendor. The software presentations are scheduled for one and a half (1-1/2) days for each vendor (3 days total) to provide adequate time to demonstrate their software product. Upon completion of the MWM software presentations, Westin will facilitate a 4-hour final selection workshop where the results of the evaluation activities will be summarized and presented to the selection team in order to select the most advantageous MWM software. Task 400 Deliverables • MWM System Analysis Report • MWM System Demonstrations • MWM System Evaluation forms • Final Selection Workshop (4 hours) Task 500 - Develop MWM Project Plan Task Objective To finalize all goods and services, and commercial terms that will be procured by FWWD to acquire implement, and provide ongoing support. A high level project implementation roadmap will be created to define the implementation activities schedule and resources roles on the project. The roadmap will identify other Departmental project activities that are predecessor or successor to the MWM project tasks, that may be incorporated into a larger program plan as required. The documents prepared in this task will form the basis for contract agreements among all parties and obtain City Council approval for contract execution. Subtask 510 - Define Goods and Services and Commercial Term During this subtask, Westin and FWWD will finalize software licenses, hardware, and implementation services that will be required for the MWM solution to be implemented in Phase III The commercial terms will also be finalized, which includes the final cost and payment terms. This compilation of documents will form the basis for the contract agreements among all parties that will be used by FWWD to obtain City Council approval for contract executions Subtask 520 — Project Implementation Roadmap Westin will develop a high level project plan and schedule for the implementation of the selected mobile workforce management system. The project road map will define all the activities required to successfully acquire and implement the MWM solution activities and cost. Task 500 Deliverables • Finalize Goods and Services for Procurements • Finalize Commercial Terms • High Level Project Implementation Roadmap EXHIBIT B PAYMENT SCHEDULE City shall pay Consultant in accordance with the following payment schedule: Consultant shall be paid a fixed price amount of $224,260.00 as detailed in the following table. Payment will be net 30 and invoiced on a monthly basis for services and/or deliverables received in the billing month. Invoice must include values representing total task cost, amount billed for period, total billed to date, remaining task budget, and percent complete for each Task. Each deliverable must be accepted by the Water Senior IT Manager prior to payment being made. 1 1 Task Description 100 Project Strategy Development 200 " To Be" Business Process Development 300 Functional Systems Requirements 400 MWM Solution Analysis and Selection 500 Project Implementation Road Map Total Labor Cost 23,200 41,600 48,200 53,100 34,400 200,500 Expenses 3,520 6,160 5, 500 5,060 3,520 23,760 Total Cost 26,720 47,760 53,700 58,160 37,920 224,260 EXHIBIT C MILESTONE ACCEPTANCE FORM Services Delivered: Milestone / Deliverable Ref. #: Milestone / Deliverable Name. Unit Testing Completion Date: Milestone / Deliverable Target Completion Date: Milestone / Deliverable Actual Completion Date: Approval Date: Comments (if needed): Approved by Consultant: Approved by City Water IT Sr. Manager: Signature: Signature: Printed Name. Printed Name. Title: Title: Date: Date: For Director Use Only Contracted Payment Amount: Adjustments, including penalties: Approved Payment Amount: Official site of the City of Fort Worth, Texas CITY COUNCIL AGENDA FORT WORTII COUNCIL ACTION: Approved on 8/20/2013 DATE: 8/20/2013 REFERENCE NO.: CODE: C SUBJECT: **C-26411 LOG NAME: 60MOBILEWORKFORCEMGT(R) 2013 HEARING: Authorize Execution of a Professional Services Agreement with Westin Engineering Inc in the TYPE: CONSENT PUBLIC NO Amount of $224,260.00 for Development of Requirements for a Mobile Workforce Management System and Assistance in Selection of the System (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the City Manager to execute a Professional Services Agreement with Westin Engineering, Inc., in the amount of $224,260.00 to develop requirements and assist the Water Department with the selection of a Mobile Workforce Management system. DISCUSSION: Mobile Workforce Management (MWM) was identified, along with Advanced Metering Infrastructure (AMI), as an opportunity to enhance customer service management in the Department's strategic Information Technology (IT) Master Plan, completed by Westin in 2010. Mobile Workforce Management allows the department to enhance its meter and service order management operations to the benefit of water customers. Implementation of an MWM system will replace the manual processes required to complete work orders, including printing out work orders, verifying service locations, routing and scheduling field personnel, and updating completed work orders with field notes. The MWM system will automate and simplify these processes by enabling Staff to update notes and close work orders in the field. It will also decrease customer response times and increase efficiency by automatically assigning the nearest employee to the service location and rerouting work as appropriate. On August 7, 2012, (M&C C-25775) the City Council approved authorizing City Secretary Contract No. 43566 with Westin Engineering, Inc., to conduct a feasibility assessment of a MWM system for the meter services division of the Water Department. The assessment evaluated the costs and benefits of the specific business process improvements and operational efficiencies supported by MWM technologies. The feasibility assessment concluded that the Water Department will realize significant benefits from implementing these technologies with an estimated payback within one year. As such, the Department has decided to move forward with Phase II (selection) of the MWM system. Phase II will include the development of system requirements and selection of the technology. Westin Engineering, Inc., is recommended as the consultant for Phase II based on both its experience with the utility industry and its specific knowledge of the Water Department's business strategy, having recently conducted the IT Master Plan and the feasibility assessment (Phase I) of the project. The firm's broad water industry and technological knowledge and experience assisting similar utilities across the nation will be an asset to the City of Fort Worth. Implementation will be considered as Phase III of the project. M//WBE Office - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Water Department and approved by the MN/BE Office because the purchase of goods and services is from sources where subcontracting or supplier opportunities are negligible. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds were not specifically budgeted for this project in the Fiscal Year 2013 Adopted Budget; however, the department has identified current year savings to offset the full cost. TO Fund/Account/Centers FROM Fund/Account/Centers PE45 531200 0604009 $224,260.00 Submitted for City Manager's Office bv: Originating Department Head: Additional Information Contact: ATTACHMENTS Fernando Costa (6122) S Frank Crumb (8207) S Frank Crumb (8207) Micah Reed (8211)