HomeMy WebLinkAboutContract 54771-A1 CSC No. 54771-Al
AMENDMENT NO. I
TO
CITY OF FORT WORTH CONTRACT 54771
This First Amendment is entered into by and between the City of Fort Worth
(hereafter "Buyer"), a home rule municipality, with its principal place of business at 200 Texas
Street, Fort Worth, Texas, and Kilan Holdings, Inc. dba Kilan Solutions ("Vendor"), Buyer
and Vendor may be referred to individually as a Party and collectively as the Parties.
WHEREAS, on November 2, 2020, the Parties entered into City Secretary Contract
54771 to provide Procurement Support Services for a Project Management Information System
(PMIS) ("Agreement/Contract");
WHEREAS, pursuant to M&C 22-0493, the Parties wish to amend the Agreement to
include consulting services for implementation of the PMIS, increase the compensation amount
of the agreement by $232,195.00, and extend the term of the contract by twelve (12) months.
NOW, THEREFORE, the Parties, acting herein by the through their duly authorized
representatives, enter into the following agreement:
1.
AMENDMENTS
The Agreement is hereby amended by adding Exhibit A-1 Scope of Services, attached to
this First Amendment, as Exhibit A-1 of the Agreement to include consulting services for the
implementation of PMIS.
2.
Section 2, Term, is amended to extend the term of the Agreement to expire no later than
December 31,2022,unless terminated earlier in accordance with the provisions of this Agreement
or otherwise extended by mutual agreement of the parties.
J.
Section 3, Compensation, is hereby replaced in its entirety with the following:
City shall pay Vendor an amount not to exceed Three Hundred Twenty-Seven Thousand
Thirty-Nine and 00/100 dollars($327,039.00)in accordance with the provisions of this Agreement
and Exhibit A-1 which is attached hereto and incorporated herein for all purposes. Vendor shall
not perform any additional services for City not specified by this Agreement unless City requests
and approves in writing the additional costs for such services. City shall not be liable for any
additional expenses of Vendor not specified by this Agreement unless City first approves such
expenses in writing. City agrees to pay all invoices of Vendor within thirty (30) days of receipt of
such invoice.
4.
ALL OTHER TERMS SHALL REMAIN THE SAME
All other provisions of the Agreement which are not expressly amended herein shall
OFFICIAL RECORD
First Amendment to Fort Worth City Secretary Contract No. 54771 CITY SECRETARY
FT. WORTH, TX
remain in full force and effect.
J.
ELECTRONIC SIGNATURE
This Amendment may be executed in multiple counterparts, each of which shall be
an original and all of which shall constitute one and the same instrument. A facsimile copy
or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall
have the same effect as unoriginal.
[signature page follows]
First Amendment to Fort Worth City Secretary Contract No. 54771 Page 2 of 10
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
By: Valerie Washington(Jun 30,202215:41CDT) of this contract, including ensuring all
Name: Valerie Washington performance and reporting requirements.
Title: Assistant City Manager
Date: Jun 30, 2022 ow.
By Mark Deboer(Jun 30,202210:14 CDT)
APPROVAL RECOMMENDED: Mark Deboer
Assistant Director, IT Solutions
/ -- APPROVED AS TO FORM AND LEGALITY:
By:
Kevin Gunn /�—
Director,IT Solutions Department
By:
ATTEST: Name: Taylor Paris
Title: Assistant City Attorney
.7�`I`IG��G c1 C7000��GG 04��4nnn�� CONTRACT AUTHORIZATION:
By: Jannette S.Goodall(Jul 5,2022 07:37 CDT OF.F..RT��dd M&C• 22-0493
Name: Janette Goodall 0 Approved: 6/14/2022
Title: City Secretary �vo 0
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Kilan Holdings,Inc. dba Kilan Solutions
ATTEST:
By:
Pal-4
Name: By:
Title: Name:
Date:
11/23/2021 Title:
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
First Amendment to Fort Worth City Secretary Contract No. 54771 Page 3 of 10
Exhibit A-1
First Amendment to Fort Worth City Secretary Contract No. 54771 Page 4 of 10
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solutions
Scope of Services
City of Fort Worth—Project Management Information System (PMIS)Consultant
Phase 2: Implementation Support Services
General Project Description
Kilan Solutions("Kilan")will provide consul Ling services to the CiLy OF Fort Worth(Lhe"City")supporting
the implementation of a Project Management Information System ("PMIS") by the PMIS System
integrator ("Si") for the City's Transportation and Public Works, Parks and Recreation, Water and
Property Management departments.Supporting scope for this project can also be referenced in Kilan's
Statement of Qualifications(S0Q)for RFD,No.20-0164,submitted to the City on June 1a,2020,
Scope of Services
Task 2.1:Project Management
Kilan will provide project management services forthis phase ofthe project.These services include:
• Attending and participation in the project kick-orf meeting.
• Updating of Kilan's Project Management Plan (PMP) which was established and approved in
Phase 1:Procurement Support Services to provide the governance model for the management
of Lhe project.The PMP updates will be made to Lhe following sections:
The ExeciiLive Summary defining the scope and goals for the project.
The Resource Management Plan defining Lhe roles and responsibilities of project
stakeholders.
The Project Schedule providing all tasks and activities required to execuLe and complete
the project.
o The Communications Management Plan documenting the means and methods
governing the wriLLen and verbal communications practices for the project.
The quality Management Plan providing the means and methods used to ensure the
quality and completeness of conducted work and deliverables.
The Risk Management Plan describing the process used to identify, manage and track
project risks.
a The Change Management Plan providing a structure and process for how change
requests will be handled For the project.
• Developing integrated project reports providing bi-rnonLhly and monthly project metrics and
status for Kilan and the Si to the City's project stakeholders.
• Managing captured action items over the life of the project.
• Reviewing and providing comments for documents developed by the 51,including:
* Project Management Plan(PMP)
o Project Schedule
❑ Weekly Progress Reports
❑ Monthly Status Reports
o ProjecL Meeting Agendas and Minutes
❑ Project Close-OL)t D6CLln PMS
■ Utilizing document control processes to manage the versioning, review and distribution of
working and final documents.
■ Reviewing and validating completion or sI milestones.
■ Reviewing and evaluating change requests submitted by the St.
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First Amendment to Fort Worth City Secretary Contract No. 54771 Page 5 of 10
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Task 2.1:Deliverables
1. Updated Project Management Plan(PMP)for Kilan
2. Integra Led Project Status Reports
3. Comments Provided from Review of SI-Developed Documents
4. 51 Milestones—Recommendations&Findings
5. 51 Change Requests—Recommendations&Findings
Task 2.2:Project Meetings
Kilan will support the City with project meetings over the life of the project.These services include:
■ Facilitating and participation in recurring weekly progress and monthly status meetings. The
format and frequency of these meetings will he finalized and agreed upon by the City,Kilan and
the SI.
■ Reviewing and providing comments for documents developed by the 51,including:
o Project meeting agendas and minutes
• Utilizing document control processes to manage the versioning, review and distribution of
working and final documents.
Task 2.2:Deliverables
1. Project Meeting Agendas and Minutes
2. Comments Provided from Review of SI-Developed Documents
Task 2.3:Planning
Kilan will support the City with planning activities for the PMIS implementation.These services include:
• Facilitating and participation in requirements meetings with project stakeholders and SI resources
to review and finalize project requirements.The format and frequency of these meetings to be
determined and agreed upon by the City,Kilan and the SI.
■ Developing the preliminary and final Requirements Traceability Verification Matrix(RTVM) in a
format to be determined and agreed upon by the City and Kitan.The RTVM will be used in tracing
finalized requirements through their implementation by the Si.
• Reviewing and providing comments for documents developed by the 51,including:
U Standard Operating Procedures(SOPS)
n Implementation Plan
■ Utilizing document control processes to manage the versioning, review and distribution of
working and final documents.
Task 2.3:Deliverables
1. Requirements Meeting Agendas and Minutes
2. Preliminary Requirements TraceabillLy and Verification Matrix(RTVM)
3. Final Requirements Traceability and Verification Matrix(RTVM)
4. Comments Provided from Review of SI-Developed Documents
Task 2.4:Design
Kilan will support the City throughout the design and configuration phase of the PMIS implementation.
These services include:
■ Facilitating and participation in design meetings with project stakeholders and SI resources to
support system design activities needed for the 51 to develop required integrations, custom
dashboards and reports,and other funcLionaIities not provided ouL-of-the-box with the PM15.The
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First Amendment to Fort Worth City Secretary Contract No. 54771 Page 6 of 10
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formal and frequency of these meetings Lo be determined and agreed upon by the City,Kilan and
the SI.
• Coordinating and supporting the City and SI with key tasks required to integrate the PMIS with
other City systems as specified in the project requirements.
• Coordinating and supporting the City and St with key tasks required Lo migrate data Lo the PMIS
from other City systems as specified in the project requirements.
• Reviewing and providing comments for documents developed by the SI,including:
Design and Configuration Documents (e.g.,interface Control Documents(ICDs),System
Design Documents(SDDs),System Are hilecLure documents].
• Utilizing document control processes to manage the versioning, review and distribution or
working and final documents.
Task 2.4:Deliverables
1. Project Meeting Agendas and Minutes
2. Task and Action Item Listing for Integration
3. Task and Action Item Listing for Data Migration
4. Comments Provided from Review of SI-Developed Documents
Task 2.5:Testing
Kilan will provide support to the City throughout the testing phase of the PMIS implementation.These
services include:
• Facilitating and participation in User Acceptance Testing (UAT) meetings with project
stakeholders and SI resources for final user testing of the PMIS prior to Go-Live.The format and
frequency of these meetings to be determined and agreed upon by the City,Kilan and the SI.
■ Management and resolution of action items specific to testing phase.
• Compiling and evaluating results from User Acceptance Testing(UAT).
■ Monitoring and reporting of defects throughout User Acceptance Testing (UAT) through
resolution.
• Managing and tracking of system enhancements identified during UAT and throughout the
projec L.
• Evaluating and confirming Requirements Traceability Verification Matrix(RTVM)items have been
completed.
■ Supporting the City with the Go/No-Go decision prior to Go-Live_
■ Reviewing and providing comments for documents developed by the SI,including-
0 Quality Assurance Plan(QAP)
User Acceptance Testing(UAT)scenarios and cases
■ Utilizing document control processes to manage the versioning, review and distribution of
working and final documents,
Task 2.5:Deliverables
1. Project Meeting Agendas and Minutes
2. UAT Evaluation and Results
3. RTVM Evaluation and Results
4. Comments Provided Irom Review of 51-Developed Documents
Task 2.6:Training
Kilan will provide support to the City with training activities for the PMIS implementation.These services
include:
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First Amendment to Fort Worth City Secretary Contract No. 54771 Page 7 of 10
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• Attending and participation in "train-the-trainer"sessions as provided by the SI to confirm the
completeness and effectiveness of the training.
■ Supporting the City with the roll-out of the PMIS training program to departmental users as
requested.
■ Developing surveys for departmental user training to gauge effectiveness.
• Reviewing and providing comments for documents developed by the SI,including:
o Training Plan
User training materials
■ Utilizing document control processes to manage the versioning, review and distribution of
working and final documents.
Task 2.6:Deliverables
1. Project Meeting Agendas and Minutes
2. Training Surveys
3. Comments Provided from Review of SI-Developed Documents
Task 2.7:Go-Live&System Acceptance
Kilan will provide support to the City with Go-Live and System Acceptance activities for the PMIS
implementation.These services include:
• Supporting the City with meetings and activities for Go-Live readiness (this task requires
additional information to delineate specific tasks;additional detail to be provided upon receipt
and analysis of System Integrator Implementation Plan).
• Coordinating and facilitating meetings and activities for system acteptance.
■ Reviewing and providing comments For documents developed by the SI,including:
* Transition Plan
n As-Built Documentation
■ Utilizing document control processes to manage the versioning, review and distribution of
working and final documents.
Task 2.7:Deliverables
1. Project Meeting Agendas and Minutes
2. Comments Provided from Review of SI-Developed Documents
Task 2.8:Maintenance&Support
Kilan will provide support to the City with maintenance and support tasks for the PMIS implementation.
These services include:
• Supporting the City with meetings and Post-Go-Live activities (this task requires additional
information to delineate specific tasks;additional detail to be provided upon receipt and analysis
of System Integrator Implementation Plant'.
■ Reviewing and providing comments for documents developed by the SI,including-
Main Lenance and Support Plan
• Utilizing document control processes to manage the versioning, review and distribution of
working and final documents.
Task 2.f3:Deliverables
1. Project Meeting Agendas and Minutes
2. Comments Provided from Review of SI-Developed Documents
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First Amendment to Fort Worth City Secretary Contract No. 54771 Page 8 of 10
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Project Timeline
This scope assumes the project's Phase 2: Implementation Support Services will be completed within
twelve(12)months of issuance of Notice to Proceed(NTP)to the PM IS system Integrator(sl).
Assumptions
Kilan makes the following assumptions for Phase 2:Implementation Support Services of this project:
• The City will provide Kilan access to the City's network and any relevant applications and
environments Kilan will need to execute Lhe project.
• The City will provide Kilan access to an available document management tool Lo support this
projert's document control processes and procedures_
• The City will include Kilan resources in any project meetings,not coordinated by Kilan,relevant
to the project.
• The City will provide Kilan access to all available documentation that has been developed by
the City for this project,including existing technical and operational documentation.
■ The City will assign a dedicated Project Manager to act as the point of contact and provide
general oversight for the project.
• The City will provide Kilan with access to the City's personnel and resources as needed.
• The SI will provide Kilan with access to knowledgeable technical staff to support the defined
project activities.
• The City personnel and resources will remain available throughout the life of the project.
• Organizational changes occurring within the City will not impact the project scope,schedule or
budget.
• Any additional fees associated with the execution of accepted project change requests will be
negotiated and managed via written authorization from the City based on the scope of the
proposed change.
• The City is ultimately responsible for the implementation and acceptance of the PMIS.
• Some revision may be required based upon the acquisition and review of the SI's final scope
and implementation plan.This scope and fee is based upon the draft approach provided in the
SI's RFP proposal response.
■ The SI is responsible for the setup,configuration and maintenance of the PMIS pre-production
and production environments_
■ The City will provide final approval for all project deliverables.
Exclusions
The following services are not included in the proposed scope for Phase 2: Implementation Support
Services:
■ Any tasks or activities relating to City projects outside the scope of the P M I S project.
■ The execution of a detailed assessment of the City's existing technical and application
infrastructure.
■ Coordination and scheduling of project meetings and training sessions will be the responsihiliLy
of the City.
• Docu men La Lion and management of any risks and issues idenLified For the project will be the
responsibility of the City.
■ Management,approval and payment of SI submitted invoices will he the responsibility of the
City.
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First Amendment to Fort Worth City Secretary Contract No. 54771 Page 9 of 10
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• The execution of unit and quality assurance testing.
■ Coordination of Go-Live readiness and Post-Go-Live activitios will he the responsibility of the
city.
• Management of project documentation using the City's 5harePoinL site will be Lhe
responsibility of the City.
• The development of any documentation included in the 5l's scope.
■ The formal approval of SI submitted change requests will he the responsibility of the City.
■ The cleansing and export of legacy data from City systems for migration to the PM IS.
• Any scope items not included in this document.
Fee Estimate
The fee for implementation support services shall not exceed$232,195.00.The fee for providing these
services is based on Kilan's hourly rates at the time of performance.
Tasks Project Sr.Technical Totals
Manager Consultant
2.1 Project Management 333 1 334
2.2 Project Meetings 120 36 156
2.3 Planning 64 48 112
7.4 Design 104 152 255
2.5 Testing 160 128 288
2.6 Training 94 ❑ 84
2-1 Go-Live&System Acceptance 120 12 192
28 Mai ntenance&Support 24 0 24
Total Hours 1009 437 1446
Luber Rote 5150,00 S1,95.00
Total Labor Estimate $152,350.00 $80,845,00 $232,195.00
I1.1 r 6()1 E, Confidential November 18,2021
First Amendment to Fort Worth City Secretary Contract No. 54771 Page 10 of 10
M&C Review Pagel of 3
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FORT
H
Create New From This M&C
REFERENCE **M&C 22- 13P AMEND CITY
DATE: 6/28/2022 NO.: 0493 LOG NAME: SECRETARY CONTRACT
NO. 54771
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize an Amendment and Extension to City Secretary Contract No. 54771 with
Kilan Holdings, Inc. until December 31, 2023 to add Project Management Information
System Implementation Support Services for an Amount of$232,195.00 and Adopt the
Attached Appropriation Ordinance to Effect a Portion of Water's Contribution to Fiscal
Years 2022-2026 Capital Improvement Program
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize an amendment and extension to City Secretary Contract No. 54771 with Kilan Holdings,
Inc. until December 31, 2023 to add Project Management Information System Implementation
Support Services for an amount up to $232,195.00; and
2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Water & Sewer Capital Projects Fund in the amount of $116,097.50, from available funds, for the
purpose of funding the Fiscal Year 2022 Project Management Information System project (City
Project No. 103782) to effect a portion of Water's contribution to Fiscal Years 2022-2026 Capital
Improvement Program.
DISCUSSION:
A Request for Qualifications, RFQual 20-0164, for a Project Management Information System (PMIS)
consultancy was issued on May 27, 2021, and opened on June 11, 2020. Upon evaluation, it was
determined that Kilan Holdings, Inc. was the most qualified vendor for the City's needs. Subsequently, the
City executed City Secretary Contract No. 54771 with Kilan Holdings, Incc (Kilan).
The City executed a contract with Kilan to assist the Transportation and Public Works (TPW) and Water
Departments with preparing a bid for its PMIS. Kilan assisted in developing, issuing, and providing support
for the evaluation process.
The evaluation is complete and staff is making a recommendation for the PMIS project. Staff recommends
continuing its contractual relationship with Kilan so they can provide support and expertise during the
implementation phase of the PMIS project. Kilan will provide support and expertise during the PMIS
implementation phase. The costs for these additional services is an amount up to $232,195.00.
The costs of this extended agreement will be shared by Transportation and Public Works and the Water
Departments. The cost breakdown is
Department Share of Contract Cost
Transportation
and Public 50\% $116,097.50
Works
Water 50\% $116,097.50
Total $232,195.00
It is the practice of the Water Department to appropriate its CIP plan throughout the fiscal year, instead of
within the annual budget ordinance, as projects commence, additional funding needs are identified, and to
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M&C Review Page 2 of 3
comply with bond covenants. The actions in the Mayor and Council Communication will appropriate funds in
support of the Water's portion of the City of Fort Worth's Fiscal Years 2022-2026 Capital Improvement
Program, as follows:
Capital Project FY2022 CIP Budget Revised
Fund Name Name Appropriations Authority Adjustment FY2022
Budget
103782-
56002-W&S Fiscal Year
Capital 2022 Project _ This
Projects Management $ M&C $116,097.50 $116,097.50
Fund Information
System
DVIN-BE: A waiver of the goal for M/WBE subcontracting requirement is approved by the Office of Business
Diversity, in accordance with the M/WBE or BDE Ordinance, because the purchase of goods or services is
from sources where subcontracting or supplier opportunities are negligible.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City
Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not require
specific City Council approval as long as sufficient funds have been appropriated.
AGREEMENT TERMS: Upon City Council's approval, this agreement shall begin upon execution and expire
one year from that date.
RENEWAL TERMS: This agreement may be renewed for one additional one-year term. This action does not
require specific City Council approval provided that the City Council has appropriated sufficient funds to
satisfy the City's obligations during the renewal term.
Funding is budgeted in the Consultant and Other Professional Services account of the TPW Department's
Capital Project Srvc-Capital Fund and in the Unspecified-All Funds within the W&S Capital Projects Fund.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are currently available in the Unspecified-All Funds project
within the W&S Capital Projects Fund and in the TPW PMIS Procurement project within the Capital Project
Srvc-Capital Fund and upon approval of the above recommendations and adoption of the attached
appropriation ordinance, funds will be available in the W&S Capital Projects Fund for the FY 22 PMIS
project to support the approval of the above recommendations and execution of the change order. Prior to
an expenditure being incurred, the Transportation Public Works and the Water Department have the
responsibility of verifying the availability of funds.
BQN\\
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: Reggie Zeno (8517)
Valerie Washington (6192)
Originating Department Head: Reginald Zeno (8517)
Kevin Gunn (2015)
Additional Information Contact:
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M&C Review Page 3 of 3
Cynthia Garcia (8525)
Ashley Kadva (2047)
ATTACHMENTS
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=30047&councildate=6/28/2022 6/29/2022