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HomeMy WebLinkAboutContract 55954 CSC No.55954 CITY OF FORT WORTH, TEXAS STANDARD AGREEMENT FOR PROFESSIONAL SERVICES This AGREEMENT is between the City of Fort Worth, a Texas home-rule municipality ("City"), and AECOM Technical Services, Inc., authorized to do business in Texas ("Consultant"), for a PROJECT generally described as: Assistance in Developing TPW-wide Asset Management Strategy. (103399 TPW-wide Asset Management Strategy Development) Article I Scope of Services (1) Consultant hereby agrees to perform the professional services set forth in the Scope of Services attached hereto as Attachment "A". These services shall be performed in connection with the project named above. (2) Additional services, if any, will be requested in writing by the City. City shall not pay for any work performed by Consultant or its subconsultants, subcontractors and/or suppliers that has not been ordered in writing. It is specifically agreed that Consultant shall not be compensated for any alleged additional work resulting from oral orders of any person. Article II Compensation Consultant shall be compensated an amount up to the "Total Fee" in the Fee Schedule shown in Attachment "B". Payment shall be considered full compensation for all labor, materials, supplies, and equipment necessary to complete the services described in Attachment "A". The Consultant shall provide monthly invoices to the City. Payment for services rendered shall be due within thirty (30) days of the uncontested performance of the particular services so ordered and receipt by City of Consultant's invoice for payment of same. Acceptance by Consultant of said payment shall operate as and shall release the City from all claims or liabilities under this Agreement for anything related to, done, or furnished in connection with the services for which payment is made, including any act or omission of the City in connection with such services. Article III Term Unless terminated pursuant to Article VIII herein, this Agreement shall be for a term beginning on the effective date, as described below, and shall continue until the expiration of the funds or completion of the subject matter contemplated herein, whichever occurs first. In no event shall the term exceed five years from the effective date. Article IV City of Fort Worth,Texas Standard Agreement for Professional Services OFFICIAL RECORD Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 1 of 10 CITY SECRETARY FT. WORTH, TX Independent Contractor Consultant shall operate hereunder as an independent contractor, and not as an officer, agent, servant, or employee of the City. Consultant shall have exclusive control of and the exclusive right to control the details of the work to be performed hereunder and of all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees, contractors and subcontractors. The doctrine of respondeat superior shall not apply as between City and Consultant, its officers, agents, employees, contractors, and subcontractors, and nothing herein shall be construed as creating a partnership or joint venture between City and Consultant. Article V Professional Competence and Indemnification (1) Work performed by Consultant shall comply in all aspects with all applicable local, state and federal laws and with all applicable rules and regulations promulgated by the local, state and national boards, bureaus and agencies. Approval by the City shall not constitute or be deemed to be a release of the responsibility and liability of Consultant or its officers, agents, employees, contractors and subcontractors for the accuracy and competency of its services performed hereunder. Consultant shall perform the Services in accordance with the degree of professional skill, quality and care ordinarily exercised by members of the same profession currently practicing in the same locality under comparable circumstances and as expeditiously as is consistent with professional skill and the orderly progress of the Project. (2) THE CONSULTANT, AT NO COST TO THE CITY, AGREES TO INDEMNIFYAND HOLD THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS AND EXPENSES OF ANY KIND, INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO CONSULTANT'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL INJURY, INCLUDING DEATH, TO THE EXTENT CAUSED BY CONSULTANT'S BREACH OF (i) ANY OF THE TERMS OR PROVISIONS OF THIS AGREEMENT OR (ii) ANY NEGLIGENT ACT OR OMISSION OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, ASSOCIATES, EMPLOYEES, CONTRACTORS (OTHER THAN THE CITr OR SUBCONTRACTORS, RELATED TO THE PERFORMANCE OR NON- PERFORMANCE OF THIS AGREEMENT. THIS SECTION SHALL SURVIVE ANY TERMINATION OR EXPIRATION OF THIS AGREEMENT. (3) NOTWITHSTANDING ANY OTHER PROVISION TO THE CONTRARY IN THIS AGREEMENT AND TO THE FULLEST EXTENT PERMITTED BY LAW, IN NO EVENT SHALL EITHER PARTY, ITS PARENTS, AFFILIATES AND SUBSIDIARIES OR THEIR RESPECTIVE DIRECTORS OFFICERS OR EMPLOYEES BE LIABLE TO THE OTHER FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL OR PUNITIVE DAMAGES WHATSOEVER (INCLUDING, WITHOUT LIMITATION, LOST PROFITS, LOSS OF REVENUE, City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 2 of 10 LOSS OF USE OR INTERRUPTION OF BUSINESS) ARISING OUT OF OR RELATED TO THIS AGREEMENT, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, AND CONSULTANT HEREBY RELEASES CITY AND CITY HEREBY RELEASES CONSULTANT FROM ANY SUCH LIABILITY. Article VI Insurance (1) Consultant shall not commence work under this Agreement until it has obtained all insurance required under this Article and the City has approved such insurance, nor shall Consultant allow any subcontractor to commence work on its subcontract until all similar insurance of the subcontractor has been so obtained and approval given by the City; provided, however, Consultant may elect to add any subconsultant as an additional insured under its liability policies. Commercial General Liability $1,000,000 each occurrence $2,000,000 aggregate Automobile Liability $1,000,000 each accident (or reasonably equivalent limits of coverage if written on a split limits basis). Coverage shall be on any vehicle used in the course of the Project. Worker's Compensation Coverage A: statutory limits Coverage B: $100,000 each accident $500,000 disease - policy limit $100,000 disease - each employee (2) Additional Insurance Requirements a. Except for employer's liability insurance coverage under Consultant's worker's compensation insurance policy, the City, its officers, employees and servants shall be endorsed as an additional insured on Consultant's insurance policies. b. Certificates of insurance shall be attached to this Agreement prior to its execution. c. Any failure on part of the City to attach the required insurance documentation hereto shall not constitute a waiver of the insurance requirements specified herein. d. Each insurance policy shall be endorsed to provide the City a minimum thirty days notice of cancellation, non-renewal, and/or material change in policy terms or coverage. A ten days notice shall be acceptable in the event of non-payment of premium. City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 3 of 10 e. Insurers must be authorized to do business in the State of Texas and have a current A.M. Best rating of A: VII or equivalent measure of financial strength and solvency. f. Other than worker's compensation insurance, in lieu of traditional insurance, City may consider alternative coverage or risk treatment measures through insurance pools or risk retention groups. The City must approve in writing any alternative coverage. g. Workers' compensation insurance policy(s) covering employees employed on the Project shall be endorsed with a waiver of subrogation providing rights of recovery in favor of the City. h. City shall not be responsible for the direct payment of insurance premium costs for Consultant's insurance. i. Consultant's insurance policies shall each be endorsed to provide that such insurance is primary protection and any self-funded or commercial coverage maintained by City shall not be called upon to contribute to loss recovery. j. In the course of the Agreement, Consultant shall report, in a timely manner, to City's officially designated contract administrator any known loss occurrence which could give rise to a liability claim or lawsuit or which could result in a property loss. k. Consultant's liability shall not be limited to the specified amounts of insurance required herein. I. Under necessary circumstance, Consultant will allow access to a redacted version of its insurance policies on Consultant's premises with sufficient advance notice. Article VII Transfer or Assignment City and Consultant each bind themselves, and their lawful successors and assigns, to this Agreement. Consultant, its lawful successors and assigns, shall not assign, sublet or transfer any interest in this Agreement without prior written consent of the City. Article VIII Termination of Contract (1) a. City may terminate this Agreement for its convenience on 30 days' written notice to Consultant. b. Either the City or the Consultant, for cause, may terminate this Agreement if either party fails substantially to perform through no fault of the other and the City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 4 of 10 nonperforming party does not commence correction of such nonperformance within 5 days' written notice or thereafter fails to diligently complete the correction. (2) If City chooses to terminate this Agreement, upon receipt of notice of termination, Consultant shall discontinue services rendered up to the date of such termination and City shall compensate Consultant based upon calculations in Article II of this Agreement and Exhibit "B" attached hereto and incorporated herein. (3) All reports, whether partial or complete, prepared under this Agreement, including any original drawings or documents, whether furnished by the City, its officers, agents, employees, consultants, or contractors, or prepared by Consultant, shall be or become the property of the City, and shall be furnished to the City prior to or at the time such services are completed, or upon termination or expiration of this Agreement. Article IX Right to Audit (1) Consultant agrees that the City shall, until the expiration of three (3) years after final payment under this Agreement, have access to and the right to examine any directly pertinent books, documents, papers and records of Consultant involving transactions relating to this Agreement. Consultant agrees that the City shall have access during normal working hours to all necessary facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. City shall give Consultant reasonable advance notice of intended audits. (2) Consultant further agrees to include in all its subcontracts hereunder, a provision to the effect that the subcontracting consultant agrees that the City shall, until the expiration of three (3) years after final payment under the subcontract, have access to and the right to examine any directly pertinent books, documents, papers and records of such sub-consultant, involving transactions to the subcontract, and further, that City shall have access during normal working hours to all sub- consultant facilities, and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this article. City shall give Consultant and any sub-consultant reasonable advance notice of intended audit. (3) Consultant and sub-consultants agree to photocopy such documents as may be requested by the City. The City agrees to reimburse Consultant for the cost of copies at the rate published in the Texas Administrative Code in effect as of the time copying is performed. Article X Business Equity Participation In accordance with City's Business Equity Ordinance (Ordinance No. 24535-11-2020 as codified in Chapter 20, Article X of the City's Code of Ordinances, as amended, and any City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 5 of 10 relevant policy or guidance documents), City has goals for the full and equitable participation of minority business and/or women business enterprises in City contracts greater than $100,000. Engineer acknowledges the MBE and WBE goals established for this Agreement and its accepted written commitment to MBE and WBE participation. Any misrepresentation of facts (other than a negligent misrepresentation) and/or the commission of fraud by Engineer may result in the termination of Agreement and debarment from participating in City contracts for a period of time of not less than three (3) years. Article XI Observe and Comply Consultant shall at all times observe and comply with all applicable federal, state, and local laws and regulations and with all City ordinances and regulations which in any way affect this Agreement and the work hereunder, and shall observe and comply with all applicable orders, laws ordinances and regulations which may exist or may be enacted later by governing bodies having jurisdiction or authority for such enactment. No plea of misunderstanding or ignorance thereof shall be considered. Consultant agrees to indemnify and hold harmless City and all of its officers, agents and employees from and against claims or liability to the extent arising out of the violation of any such order, law, ordinance, or regulation, whether it be by itself or its employees. Article XII Immigration Nationality Act Consultant shall verify the identity and employment eligibility of its employees who perform work under this Agreement, including completing the Employment Eligibility Verification Form (1-9). Upon request by City, Consultant shall provide City with copies of all 1-9 forms and supporting eligibility documentation for each employee who performs work under this Agreement. Consultant shall adhere to all Federal and State laws as well as establish appropriate procedures and controls so that no services will be performed by any Consultant employee who is not legally eligible to perform such services. CONSULTANT SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY CONSULTANT, CONSULTANT'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR LICENSEES. City, upon written notice to Consultant, shall have the right to immediately terminate this Agreement for violations of this provision by Consultant. Article XIII Venue and Jurisdiction If any action, whether real or asserted, at law or in equity, arises on the basis of any provision of this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas — Fort Worth Division. This Agreement shall be construed in accordance with the laws of the State of Texas. Article XIV City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 6 of 10 Contract Construction The parties acknowledge that each party and, if it so chooses, its counsel have reviewed and revised this Agreement and that the normal rule of construction to the effect that any ambiguities are to be resolved against the drafting party must not be employed in the interpretation of this Agreement or any amendments or exhibits hereto. Article XV Severability The provisions of this Agreement are severable, and if any word, phrase, clause, sentence, paragraph, section or other part of this Agreement or the application thereof to any person or circumstance shall ever be held by any court of competent jurisdiction to be invalid or unconstitutional for any reason, the remainder of this Agreement and the application of such word, phrase, clause, sentence, paragraph, section, or other part of this Agreement to other persons or circumstances shall not be affected thereby and this Agreement shall be construed as if such invalid or unconstitutional portion had never been contained therein. Article XVI Notices Notices to be provided hereunder shall be sufficient if forwarded to the other Party by hand-delivery or via U.S. Postal Service certified mail return receipt requested, postage prepaid, to the address of the other Party shown below: City of Fort Worth Attn: Michael Owen, PE — City Engineer City of Fort Worth —TPW Department 200 Texas Street Fort Worth, Texas 76102 Consultant: AECOM TECHNICAL SERVICES, INC. Attn: John Song 9400 Amberglen Blvd. Austin, TX 78729 Article XVII Prohibition On Contracts With Companies Boycotting Israel Consultant acknowledges that in accordance with Chapter 2271 of the Texas Government Code, the City is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. The City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 7 of 10 terms "boycott Israel" and "company" shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this contract, Consultant certifies that Consultant's signature provides written verification to the City that Consultant: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. Article XVIII Headings The headings contained herein are for the convenience in reference and are not intended to define or limit the scope of any provision of this Agreement Article XIX Attachments, Schedules and Counterparts This Agreement may be executed in one or more counterparts and each counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together constitute but one and the same instrument. The following attachments and schedules are hereby made a part of this Agreement: Attachment A- Scope of Services Attachment B— Compensation Attachment C - Amendments to Standard Agreement for Engineering Services Attachment D - Project Schedule Article XX Force Majeure Neither Party shall be responsible for a delay in its respective performance under this Agreement, other than a delay in payment for Services already performed, if such delay is caused by events beyond the reasonable control of the claiming Party, including, but without limitation to, "acts of god," abnormal weather conditions or other natural catastrophes, war, terrorist attacks, sabotage, computer viruses, riots, strikes, lockouts or other industrial disturbances, pandemics, epidemics, health emergencies, disease, plague, quarantine, travel restrictions, discovery of hazardous materials, differing or unforeseeable site conditions, acts of governmental agencies or authorities (whether or not such acts are made in response to other Force Majeure Events), or any other events or circumstances not within the reasonable control of the party affected, whether or not of a similar kind or nature to any of the foregoing (a "Force Majeure Event"). The Party seeking application of this provision shall notify the other Party in writing promptly upon learning of the impact of the Force Majeure Event upon the notifying Party's performance of its obligations under this Agreement. Upon the occurrence of a Force Majeure Event, Consultant shall be entitled to an equitable adjustment to the project schedule sufficient to provide Consultant with additional time necessary to perform the Services under this Agreement. City of Fort Worth,Texas Standard Agreement for Professional Services Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 8 of 10 Article XXI Right to Rely Consultant shall be entitled to rely without independent verification upon the accuracy and completeness of information and data provided by City or obtained from generally accepted sources within the industry, except to the extent such verification by Consultant is expressly required as a defined part of the Services. Duly executed by each party's designated representative to be effective on the date subscribed by the City's designated Assistant City Manager. BY: BY: CITY OF FORT WORTH CONSULTANT AECOM TECHNICAL SERVICES, INC. 'wq - Dana Burghdoff(jCr6,2021 C&155CDT) Dana Burghdoff John Song Assistant City Manager Associate Vice President Date:Jul 6,2021 Date: 4/12/2021 APPROVAL RECOMMENDED: ' .Q By:W J(Jun30,20 09:56 CDT) William Johnson Director, Department of Transportation & Public Works City of Fort Worth,Texas Standard Agreement for Professional Services OFFICIAL RECORD Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 9 of 10 CITY SECRETARY FT. WORTH, TX 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 Form 1295 No. N/A requirements. -M--4 M&C No.:21-0510 Michael Owen(Jun 29,202116:02 CDT) Michael Owen, P.E. M&C Date:June 22, 2021 City Engineer f on APPROVED AS TO FORM AND LEGALITY ATTEST: p°p'*0000 �a � ° 6 �° °0 d II,, °_ By:DBlack(Jul 2,202111:51 CDC 000 o ° d JJ ° °Y Douglas W. Black Ronald Gonzales d� °°°°°°°°°°°°° Assistant City Attorney Acting City Secretary �azt nEXAsa°� City of Fort Worth,Texas Standard Agreement for Professional Services OFFICIAL RECORD Revision Date:11.07.17—Revised by the Parties 04.09.21 Page 10 of 10 CITY SECRETARY FT. WORTH, TX TPW-WIDE ASSET MANAGEMENT STRATEGY SERVICES ATTACHMENT A: SCOPE OF SERVICES — CPN 103399 Prepared by:AECOM 4/9/2021 INDEX Purpose and Need Objectives Background Work Efforts Scope Professional Services Fee Purpose and Need The Transportation and Public Works (TPW)Asset Management Focus Group is seeking to contract with an "Asset Management" (AM) consultant to assist the focus group in developing a TPW-wide Asset Management Strategy. As part of the development and delivery of the TPW Asset Management Strategy, the following services are needed: 1. High-Level TPW AM Assessment 2. Develop high-level AM objectives at the Department Level 3. Develop a Road Map to develop AM strategies and address gaps over a 3-S year period 4. Brief TPW Executive Management on the above Objectives The TPW-wide Asset Management Services contract will focus on the development of a strategy to guide the management of TPW assets in a consistent manner incorporating AM principles.The TPW- wide Asset Management Strategy Services will seek to: • Assess TPW against industry best practices and identify gaps • Identify and formalize objectives of TPW's AM efforts • Make recommendations for improved AM and better realization of its benefits, and chart a path towards achieving these • Perform the above to allow AM to be improved to better enable in both the short and long term: o Using TPW resources more efficiently and effectively o Minimizing risk and attaining service levels o Lower total asset life cycle costs o Higher asset performance o Confidence in sustained future performance o Better understanding, transparency,justification, prioritization, and communication of capital and maintenance work business cases required to ■ Achieve citizen's infrastructure expectations and confidence ■ Make decisions more defensible ■ Set appropriate levels of service standards o Clarity and Consistency of Value-for-Money: better justify the utilization of resources, and provide the ability to communicate the basis for resource allocation o Improved business and financial performance through realization of greater value from assts and confident delivery of business objectives. Page 1 of 8 TPW-WIDE ASSET MANAGEMENT STRATEGY SERVICES ATTACHMENT A: SCOPE OF SERVICES o Reduce liabilities o Enhance reputation Work Efforts This contract provides for professional services through task order assignments on an as-needed basis. Some of these task orders may be urgent in nature and a rapid response capability is required. Under this scope, "CONSULTANT" is expected to include consultant and any sub-consultant, employed or contracted by the CONSULTANT(AECOM). The tasks below are intended to be a summary of the tasks that are anticipated to be involved with the services provided for this contract. Detailed descriptions of the specific tasks, budgets, and schedules will be developed at the time of each task assignment. Potential tasks performed by the AECOM team may include, but are not limited to, the following up to the limit of the authorized budget: Assistance in Developing a TPW-Wide Asset Management Strategy SCOPE This scope is for services associated with the Professional Services Agreement(PSA) among the City of Forth Worth Department of Transportation and Public Works(TPW) and AECOM for the project, "Assistance in Developing a TPW-Wide Asset Management Strategy". Background TPW awarded the AECOM Team (AECOM) its "Professional Engineering and Design Consultant Services, for Delivery of Planning, Design, and Construction of Capital Projects" project in late 2020. To accomplish TPW's project objectives in its e-mailed request for information (RFI) dated 1/6/21 for "Assistance in Developing TPW-wide Asset Management Strategy", AECOM proposes assisting in the manner it outlined in its proposal in response to the RFI, dated 1/22/21. More specifically, AECOM proposes the following tasks up in level of effort UP to the limit of the authorized budget. Additional effort may be added with additional authorization budget. AECOM understands that the following are the primary TPW Department Assets to consider in this project: • Stormwater—drain pipe, inlets/structures, detention ponds • Traffic—street lights,traffic signals, striping, signage • Street—roadway, curb and gutter, sidewalk AECOM understands the TPW teams to be addressed and collaborated with in this assessment are: • Stormwater Management • Stormwater Operations • Pavement Management • Street Operations • Transportation Management • Traffic Operations • Business Support/GIS Page 2 of 8 TPW-WIDE ASSET MANAGEMENT STRATEGY SERVICES ATTACHMENT A: SCOPE OF SERVICES • Regional Mobility/Innovations • ROW Management AECOM will perform the following tasks collaboratively with TPW: Task 1. Project Management Task 2.Assessment Task 4. Road Mapping& Exec Briefing Task 1. Project Management AECOM has a robust project management approach, fundamentally based on the Project Management Institute (PMI) Standards.Typical project management activities include: • Project coordination, communications, e-mails, calls • Meetings with TPW, and within the AECOM team • Meeting preparation, agendas, minutes, action items, and follow-up • Project administration, management, activities planning, and scheduling • Project records organization,filing, and document management • Project controls, monitoring, invoicing, progress summaries, budgeting and updates, and financial reporting • Project resource/staff management • Project setup and closure • Quality assurance and control Kickoff Meeting. A kickoff meeting of up to 2 hours will be held to confirm scope, deliverables, schedule milestones,timelines, review methodology, and obtain information relevant to this project. Budget, schedule, project risks, and risk mitigation efforts will also be discussed. Key team members will be introduced, and lines of communication established. This meeting may be merged with the Discovery Meeting of Task 2 Assessment. Task 1 Project Management Deliverables: 1. Kickoff Meeting 2. Meeting agendas, minutes, action items 3. Project schedule 4. Quality Assurance/Quality Control S. Invoicing and progress summary letters 6. Managing the project(as examples above) Task 2. Assessment This assessment undertaken will be based on: • The 4-Pillar approach as an overall framework • National best practices • Emphasis on the areas specifically requested in the RFI. Discovery Meeting.The assessment task will begin with this meeting to determine the assessment priorities, integration, and balancing of the 4-Pillars assessment, as described below, for TPW's specific Page 3 of 8 TPW-WIDE ASSET MANAGEMENT STRATEGY SERVICES ATTACHMENT A: SCOPE OF SERVICES working environment. The areas of assessment emphasis and priority for this point in time of this project will be confirmed with TPW through this meeting. AECOM proposes that the meeting start with: • A brief review of the framework to be used • Key education and best practices discussion points, and • A review lessons learned about Asset Management implementation This material will provide a common checklist and language for the AM discovery process. For performing the assessment, AECOM envisions using its proven streamlined 4-Pillar assessment framework to expedite a quality assessment of TPW AM capabilities that are requested in the above referenced RFI. AECOM's application and integration of best practices, industry standards, experience, and expertise are streamlined through the 4-Pillars framework and its associated checklists, best practices, and associated roadmap. The integrated 4-Pillars that will be examined for the AM topics requested in the RFI include the four parent pillars shown below. Depending on what is learned during the Discovery Workshop and priorities of the authorized level of effort confirmed from the Kickoff Meeting, attention will be given to the components below. • Organizational -such as strategic goals, business objectives, and business policies. o Overall culture of AM, and helpful shifts in it ProcesslWork o Top-level management awareness Organization Methods o Critical success factors and objectives o Alignment of multiple teams with objectives o AM staff training needs yo'. o AM Leadership, including risk leadership MANAGEMENT o Asset ownership o Performance measures o Vision or strategic plan, strategic intent :3ata Technology o Job descriptions as they pertain to AM o Potential collaboration with key partner agencies and organizations • Data -such as data inventory, metadata standards, and hierarchy. o Consistency of asset identification & numbering o Data dictionary o Data hierarchy(tree or structure of data relations) o Appropriateness of location means o Data collection standards o Common data collection methodology o Historical condition and cost data o Asset data collection cycle o Asset data exchange (i.e., with key partner agencies or organizations) o Asset data reporting • Business Processes-such as procedures for data collection, asset valuation, etc. o AM business processes o Data collection processes o Asset criticality o Asset value determination methods o Asset deterioration curve determination methods Page 4 of 8 TPW-WIDE ASSET MANAGEMENT STRATEGY SERVICES ATTACHMENT A: SCOPE OF SERVICES o Data archive process (to mine for asset historical intel) o Risk determination o Contingency plans (processes) o Preventative maintenance work orders—generation and use o Capital investment planning (CIP) process Technology-such as technology interface and integration, functionality needs, and reporting needs. o Common database management systems (DBMS) o Data collection technology- basic(i.e., tablet-based data collection) o Data collection technology—advanced (i.e., LiDAR, drones) o BIM (i.e., 3D) data model standards o Document management system o Comprehensive Asset Management System Software (CEAMS) This 4-Pillars approach helps us to collaboratively work with clients to deliver efficient, effective, and quality AM assessments, and recommendations, and road mapping with the areas of focus here to efficiently accomplish the project's objectives. It also helps to achieve subsequent development of AM capabilities and maturity. Future phases after assessment, include planning, implementation, integration, and improvement. Attain Project Goats ASSESSMENT rr Benchmdfkagainst best • i , or gaps to address POLICIES&OBJECTIVES PoUcies&Objectives • �' ® • • PROVEN •• Establish AECOM • 'of AM and its value 4-PILLARS • • • ROAOMAP * APPROACH •• 10 solutions for g • • • • Strategies priorities EffC.BRIEFING • , Exec.Briefing AetsitMhenetits -Acrassthedepl. AECOM envisions using its proven 4-Pillar approach to accomplish TPW's objectives for this project. Through the 4-Pillars approach a framework for agency AM success can be built while effectively engaging TPW staff with AECOM.The approach identifies a set of best practice overlapping analysis steps to work through.The sequence starts works organizational and data issues, continues with those, but then matches in addressing related business processes and technology approaches. The approach will help guide TPW from initial strategic analysis through to later stages that are more typically focused on the implementation of business process and technology enhancements and acquisition. Key activities in delivering this assessment will include: • AM information request and review • An educational session on national best practices (may be merged with the Discovery Meeting). • Collaborative interactions with TPW staff(up to 8 workshops at up to 2 hours each) Page 5 of 8 TPW-WIDE ASSET MANAGEMENT STRATEGY SERVICES ATTACHMENT A: SCOPE OF SERVICES • High level assessment with emphasis on areas specifically requested in the RFI: Asset inventory Current processes associated with assets, and A gap analysis evaluating existing TPW AM capabilities against industry standards and best practices • Understanding and documenting key AM workflows • Assessment Report on the 4-Pillar aspects at TPW—Draft and Final The assessment does not include assessment in the field or on infrastructure sites. The exact contents of the Assessment Report will be reviewed and adjusted in the Task 1 kick-off meeting. However, we anticipate that include for all four Pillars ("level 1") and typically for around 10 Components for each Pillar("level 2"),we will provide: 1. A summary of national best practice 2. A brief assessment of current TPW practice 3. Comment on the difference between the two 4. Recommendations on how to move between current practice ("As Is") and national best practices (potential "To Be"). An overall spider analysis diagram will be provided showing gap analysis results across all 4 Pillars. If focused agency need is determined and time and budget is available for focused areas, additional analysis will be further driven to"level 3",that is, approximately 10 detailed activities per asset area component. Task 2 Assessment Deliverables: 1. Discovery Meeting up to 3 hours 2. AM information request 3. Up to 8 workshops up to 2 hours each 4. Assessment Report- Draft This will be provided as per the preceding paragraphs. S. Assessment Report- Final Task 3. Road Mapping 3.1 Road Map.AECOM plans to leverage the 4-Pillar assessment and its structure to expedite the road mapping of recommended AM improvement efforts for TPW. The road map will document recommendations to guide AM improvements over the next 1 to 10 years, with a focus on the next three to five years. Top agency priorities will be identified, and recommendations strategies will be prioritized and sequenced in recommended timing. A Consensus Building Workshop will be held to confirm and refine the road map's recommendations and priorities. The preferred layout of the road map will be reviewed and agreed in the Task 1 Kickoff meeting. As per the Assessment undertaken in Task 2, the suggestion is made that the 4-Pillar approach, as well as providing a basis for the Task 2 Assessment,will also provide a basis for the Task 3 Roadmap. We start with a default best practices road map, drawing on latest national and Page 6 of 8 TPW-WIDE ASSET MANAGEMENT STRATEGY SERVICES ATTACHMENT A: SCOPE OF SERVICES international best practices and experiences.This provides project focus. We will use it as a tool to interact with TPW and tune it to agency needs and constraints. The road map will, as a minimum, lay out for around 10 components for each of the 4-pillars and their suggested sequencing and timing.The emphasis is made that this framework will be "fitted"to TPW needs and circumstances. It will include additional detail (defined as, "Activities")where agency- specific issues and factors of note are determined. Our experience is that an initial road map covering typically approximately 40 items balances a level of detail necessary for planning, but is not so detailed that the plan gets lost in detail or is not readily maintainable in the longer term. The road map will be supported by: • agency-specific tasks and activities, and • associated annotated activity justification and explanation. 3.2 Executive Briefing. AECOM will develop an executive management briefing presentation to promote AM for the department by detailing the benefits of incorporating AM principles across the department and to share about the AM Road Map. Task 3 Road Mapping Deliverables: 1.AM Road Map—Draft 2. Consensus Building Workshop (up to 3 hours) 3.AM Road Map—Final 4. Executive Briefing Presentation—Draft S. Executive Briefing Presentation—Final 6. Executive Briefing Presentation rehearsal (up to 4 hours) 7. Executive Briefing Presentation delivery support(up to 4 hours) Importantly, the road map is intended to be a framework for action and priorities over the next 3-5 years to mature TPW's AM capabilities and to help it better realize the benefits of improved AM. AECOM is available as needed to assist TPW with AM steps following this project under additional authorization. AECOM assists clients through the entire lifecycle of AM enhancement efforts shown in the arrow below. Green boxes are where TPW may presently be in its journey. Strategic IMPROVE Roadmap Assumptions AM involves a review of many areas of agency activity and a successful project involves a close client- consultant relationship. AECOM will seek to work as a team with TPW. AECOM will work hard to provide TPW a quality project. A successful project will also require TPW input. Our current working assumptions are that: e TPW will provide staff time to support the project goals and to address the items below. Page 7 of 8 TPW-WIDE ASSET MANAGEMENT STRATEGY SERVICES ATTACHMENT A: SCOPE OF SERVICES • TPW will be able to supply required asset and other agency information of good quality within an agreed timely period (typically 2 weeks from request) • TPW will provide responses to draft deliverables within a timely period (typically 2 weeks from receipt) • This scope will be performed remotely due to the pandemic. • All documented deliverables will be electronic only. • The scope and budget do not include onsite or field visits to be performed. • Meetings will be held virtually. AECOM has MS Teams software to help facilitate this. • Terms are documented on accompanying documents to this scope. Limitations The scope herein will be limited to collection and evaluation of readily available and relevant information of the client. Delays in client providing quality information, review, and/or responses to AECOM may result in project schedule delays and/or additional level of effort.AECOM will not independently verify information provided by others. No expressed or implied representation or warranty is included or intended in our products, except that our services were performed, within the limits prescribed by our client, with the customary thoroughness and competence of our profession. Therefore, AECOM will assume no liability for any loss resulting from errors or omissions arising from the use of inaccurate/incomplete/low quality information or misrepresentations made by others. The world is experiencing a pandemic as it relates to the coronavirus COVID-19 ("Coronavirus"). This health emergency has the potential of impacting multiple facets of the project including, without limitation, labor, personnel, manufacturing, equipment, materials,transportation and related supply chains, and tasks such as ability of outside resources to access the facility, all of which have the potential to adversely impact the critical path of the project schedule. These potential, unusual, and unavoidable delays are outside of the control of AECOM and cannot be anticipated or determined in advance. AECOM will exercise reasonable care to mitigate the potential impact of the Coronavirus to the extent within AECOM's reasonable control. AECOM will notify promptly in accordance with the parties' Agreement in the event AECOM becomes aware of any potential impact to the work caused by the Coronavirus. Client will as well. Professional Services Fee The estimated fee to complete the overall services within this contract is in Attachment B., and will Ret - ----the --_..able ---o---ll----- Page 8 of 8 EXHIBIT "B-1" COMPENSATION Professional Services for TPW-wide Asset Management Strategy Time and Materials with Rate Schedule Project ( - CPN 103399) I. Compensation A. The CONSULTANT shall be compensated for personnel time, non-labor expenses, and subcontract expenses in performing services enumerated in Attachment A as follows: i. Personnel Time. Personnel time shall be compensated based upon hours worked directly in performing the PROJECT multiplied by the appropriate Labor Category Rate for the CONSULTANT's team member performing the work. Labor Category Rate as presented in the rate schedule table below is the rate for each labor category performing the work and includes all direct salaries, overhead, and profit. 2022 2021 Rate Rate Labor Category ($/hour) ($/hour) 1/1/21-12/31/21 1/1/22- 12/31/22 Project Director $303.00 $312.09 Technical Director $260.00 $267.80 Senior Transportation Engineer $2S0.00 $2S7.S0 Senior Project Manager $22S.00 $231.7S Senior Project Engineer $20S.00 $211.1S Public Involvement Officer $1S8.00 $162.74 Senior Planner $140.00 $144.20 Junior Planner $120.00 $123.60 Junior Project Engineer $106.00 $109.18 Project Controls $10S.00 $108.15 Senior Engineer Technician $10S.00 $108.15 CADD $9S.00 $97.8S Engineer Technician $92.00 $94.76 EIT $90.00 $92.70 Public Involvement Specialist $90.00 $92.70 Junior Technical Support $8S.00 $87.SS Admin $8S.00 $87.SS Expert Witness $3S0.00 $3S0.00 When Company staff appears as expert witnesses at court trials,arbitration hearings, mediation,and EXHIBIT "B-1" COMPENSATION depositions,their time will be charged at the rate of$350.00 per hour. AECOM billing rates will increase 3%per year effective the January 1 of each calendar year. OTHER REIMBURSABLE COSTS Reimbursable Cost Rate Vehicle Mileage (personal or fleet use) Per IRS Mileage Reimbursement Rate Vehicle Rental/Fuel (in lieu of mileage) At Cost Travel Costs (travel, meals, lodging, etc.) Current State Rate Long Distance/Teleconference Costs At Cost Reproduction Supplies At Cost Postage At Cost Other Direct Costs At Cost Subconsultants At Cost+ 10% markup Vendors At Cost ii. Non-Labor Expenses. Non-labor expenses shall be reimbursed as Direct Expenses at invoice or internal office cost. Direct Expenses (non-labor) include, but are not limited to, mileage, travel and lodging expenses, mail, supplies, printing and reproduction services, other direct expenses associated with delivery of the work; plus applicable sales, use, value added, business transfer, gross receipts, or other similar taxes. iii. Subcontract Expenses. Subcontract expenses and outside services shall be reimbursed at cost to CONSULTANT plus a markup of ten percent (10%). iv. Budgets. CONSULTANT will make reasonable efforts to complete the work within the budget and will keep the City informed of progress toward that end so that the budget or work effort can be adjusted if found necessary. CONSULTANT is not obligated to incur costs beyond the indicated budgets, as may be adjusted, nor is the City obligated to pay CONSULTANT beyond these limits. If CONSULTANT projects, in the course of providing the necessary services that the PROJECT cost presented in Article 2 of this Agreement will be exceeded, whether by change in scope of the project, increased costs or other conditions, the CONSULTANT shall immediately report such fact to the City and, if so instructed by the City, shall suspend all work hereunder. When any budget has been increased, CONSULTANT's excess costs expended prior to such increase will be allowable to the same extent as if such costs had been incurred after the approved increase. EXHIBIT "B-1" COMPENSATION B. The CONSULTANT shall be paid monthly payments as described in Section II - Method of Payment. II. Method of Payment A. The CONSULTANT shall be paid by the City based upon an invoice created on the basis of statements prepared from the books and records of account of the CONSULTANT, based on the actual hours and costs expended by the CONSULTANT in performing the work. B. Each invoice shall be verified as to its accuracy and compliance with the terms of this Agreement by an officer of the CONSULTANT. C. CONSULTANT shall prepare and submit invoices in the format and including content as presented in Exhibit B-1. D. Payment of invoices will be subject to certification by the City that such work has been performed. EXHIBIT "B-1" COMPENSATION III. Progress Reports A. The CONSULTANT shall prepare and submit to the designated representative of the Transportation and Public Works Department monthly progress reports and schedules in the format required by the City. IV. Summary of Total Project Fees Firm Primary Responsibility Fee Amount % Prime Consultant AECOM $201,661 91% Proposed MWBE Sub-Consultants MULTATECH Support data and meeting $20,000 9% documentation. Non-MWBE Consultants Not-to-Exceed TOTAL FEE $221,661 100% Project Number & Name Total Fee MWBE Fee MWBE % RMS001 TPW-wide Asset Management $221,661 $20,000 9% Strategy Services City MWBE Goal =_9_% Consultant Committed Goal =_9_ % ATTACHMENT "C" CHANGES AND AMENDMENTS TO STANDARD AGREEMENT Design Services for TPW-wide Asset Management Development City Project No. 103399 Mutual changes to the standard agreement language are incorporated in the agreement document. City of Fort Worth,Texas Attachment C PMO Release Date:05.19.2010 Page 1 of 1 TPW-Wide Asset Management Strategy Services ATTACHMENT D: SCHEDULE - CPN 103399 Schedule An initial project schedule is shown in the following chart.This currently is estimated to cover approximately 12 months. Advantages may exist to move the project forward with focus, and it may prove possible to complete the necessary work in this period. This proposed schedule will be reviewed in the startup meeting. It will be revised to take further account of project contingency and agency needs. I❑ WBSTask Name puretion Sian IlFinuh Predn -1 ;Mlpndl2 .MO�Ih+ I�W�ihfi i�.1p�B �Nnih 10 �12 I.1pYh 1� MOrllh l6 s/30 7R5 910 111fa 119 3/6 5/1 6/M aQ� 1 1 Project Management 35 days Tue 6/1/21 Men 7129/21 2 1.1 Setup&Closure 20 days Tue 6/1/21 Man 6/28/21 3 2.2 Kickoff Meeting 15 days Tue 6/29/22 Mon 7/19/21 2 A 2 Assessment IDS days Tue 7/20/21 Mon 12/13/211 5 2.1 1)ismrery Meeting 15 days Tue 7/20/21 Mon 8/9121 e 2.2 Assessment Wurk5hops 60 days Tue g/10/21 Mon 1111/21 5 7 2.3 Assessment Report Draft&Final 30 days Tue 11/2/21 Man 12/13/21 6 8 3 Road Mapping 235 days Tue 7/20/21 Mon 6113/22 9 3.1 Road Map Draft&Final 60 days Tue 12/14/21 Mon 317122 7 10 3.2 Consensus Building Workshop 45 days Tue 3/8/22 Mon 519122 9 11 3.3 Exec Presentation 220 days Tue 7/20/21 Mon 5123/22 12 3.3. Exec pros 1 10 days Tue 7/20/21 Mon 8/2/21 3 13 3.3.. Exec pres 2 10 days Tue 12/14/21 Mon 12/2 712 1 4 14 3.3. Exec pros 3 10 days Tue S/10/22 Mon 5123122 10 IL 15 4 Project dose out 15 days Tue 5/24/22 Man 6/13/22 11 6/28/2021 M&C-Council Agenda City of Fort Worth, Texas Mayor and Council Communication DATE: Tuesday, June 22, 2021 REFERENCE NO.: **M&C 21-0510 LOG NAME: 20TPW ASSET MGMT STRATEGY SUBJECT: (ALL) Authorize Execution of a Professional Services Agreement with AECOM Technical Services, Inc. in the Amount of$221,661.00 for Development of Transportation and Public Works Asset Management Strategy, Adopt Attached Appropriation Ordinances and Amend the Fiscal Years 2021-2025 Capital Improvement Program RECOMMENDATION: RECOMMENDATION: It is recommended that the City Council: 1. Authorize execution of a contract with AECOM Technical Services, Inc.in the amount of $221,661.00 for assistance in developing Transportation and Public Works-wide Asset Management Strategy; 2. Adopt the attached appropriation ordinance adjusting the receipts and appropriations in the Stormwater Capital Projects fund in the amount of$89,830.50, increasing the receipts and appropriations in the Transportation and Public Works-wide Asset Management Strategy project (City Project 103399) and by decreasing the receipts and appropriations in the Flooding Assessments programmable project (City Project P00046) by the same amount; 3. Adopt the attached ordinance reallocating appropriations in the Transportation and Public Works Department of the General Fund by decreasing appropriations in the General Operations and Maintenance category in the amount of$42,000.00, and increasing appropriations in the Transfers and Other category by the same amount, for the purpose of transferring to the General Capital Projects Fund ; 4. Adopt the attached appropriation ordinance adjusting estimated receipts and appropriations in the General Capital Projects Fund, increasing estimated receipts and appropriations by a total amount of$131,830.50 in the Transportation and Public Works-wide Asset Management Strategy project (City Project 103399), with $42,000.00 transferred from available funds within the General Fund, and by decreasing estimated receipts and appropriations in the amount of $89,830.50 in the Contract Street Maintenance programmable project (City Project No. P00020); and 5. Amend the Fiscal Years 2021-2025 Capital Improvements Program. DISCUSSION: The professional services agreement recommended by this Mayor and Council Communication (M&C) will provide for consulting services to assist in the development of the Transportation and Public Works Asset Management Strategy (TPW ASM). In April 2020, the Transportation and Public Works Department, Capital Delivery Division, published a request for qualifications (RFQ) for various professional services. Based on the results of the RFQ, a list of prequalified professional service providers in the Asset Management category was identified. The specific scope for the project was provided to the top three rated firms and additional information regarding qualifications was requested, submitted, evaluated and scored. AECOM Technical Services, Inc. was selected as the most qualified consultant to provide the requested professional services for the TPW ASM project. AECOM Technical Services, Inc. will, over a three to five year period,. perform a high- level asset management assessment, develop high-level asset management objectives, develop a road map for development of asset management strategies, address gaps and assist with preparation and delivery of briefings for executive management. apps.cfwnet.org/ecounciI/printmc.asp?id=29058&print=true&DocType=Print 1/2 6/28/2021 M&C-Council Agenda AECOM Technical Services, Inc. proposes to perform these services for a fee not to exceed $221,661.00. Staff considers the fee to be fair and reasonable for the scope of services proposed. M/WBE Office—AECOM Technical Services, Inc. is in compliance with the City's Business Equity Ordinance by committing to 9\% Business Equity participation on this project. The City's Business Equity goal on this project is 9\%. The project is located CITYWIDE. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that funds are currently available in the Contract Street Maintenance programmable and Flooding Assessments programmable projects within the General Capital Projects, Stormwater Capital Projects and the General Funds and upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds will be available in the General Capital Projects and the Stormwater Capital Projects Funds for the TWP ASM project to support the approval of the above recommendations and execution of the contract. Prior to an expenditure being incurred, the Transportation and Public Works Department has the responsibility of verifying the availability of funds. FUND IDENTIFIERS ON): TO r7![D epartment ccoun Project Program ctivity Budget Reference # Amount ID ID Year (Chartfield 2) FROM Fund Department ccoun Project Program ctivity Budget Reference # Amount ID 1A ID Year (Chartfield 2) CERTIFICATIONS: Submitted for City Manager's Office by_ Dana Burghdoff (8018) Originating Department Head: William Johnson (7801) Additional Information Contact: Monty Hall (8662) ATTACHMENTS 1. 10100 Funding Verification.pdf (CFW Internal) 2. 2021-04-20 Asset Management Strategy Services Compliance Memo WN.pdf (CFW Internal) 3. 20SWM ASSET MANAGEMENT STIR AT EGY FID TABLE R3.XLSX (CFW Internal) 4. 20TPW ASSET MGMT STRATEGY 10100 RAO21(r3)r.docx (Public) 5. 20TPW ASSET MGMT STRATEGY 30100 AO21(r4)r.docx (Public) 6. 20TPW ASSET MGMT STRATEGY 52002 AO21(r2)r.docx (Public) 7. AECOM search Results 05.12.21.pdf (CFW Internal) 8. P00020 Funding Verification.pdf (CFW Internal) 9. P00046 Funding Verification.pdf (CFW Internal) apps.cfwnet.org/ecounciI/printmc.asp?id=29058&print=true&DocType=Print 2/2