HomeMy WebLinkAboutContract 59778City Secretary Contract No. 59778
FORT WORTH,
VENDOR SERVICES AGREEMENT
This VENDOR SERVICES AGREEMENT ("Agreement") is made and entered into by and
between the CITY OF FORT WORTH ("City"), a Texas home rule municipal corporation and
Berry Dunn McNeil & Parker, LLC ("Vendor"), a Maine limited liability company, each individually referred
to as a "party" and collectively referred to as the "parties."
AGREEMENT DOCUMENTS:
The Agreement documents shall include the following:
1. This Vendor Services Agreement;
2. Exhibit A — Scope of Services;
3. Exhibit B — Price Schedule;
4. Exhibit C — Verification of Signature Authority Form; and
5. Exhibit D - RFP 23-005 and Vendor's Response.
Exhibits A, B, C, and D which are attached hereto and incorporated herein, are made a part of this
Agreement for all purposes. In the event of any conflict between the terms and conditions of Exhibits A,
B, C, or D and the terms and conditions set forth in the body of this Agreement, the terms and conditions of
this Agreement shall control.
1. Scope of Services. Vendor shall provide City with a structural staff and efficiency study
("Services") which are set forth in more detail in Exhibit "A" which is attached hereto and incorporated
herein for all purposes.
2. Term. This Agreement begins on the date the Assistant City Manager signs this
Agreement ("Effective Date") and expires one year from the Effective Date ("Expiration Date"), unless
terminated earlier in accordance with this Agreement ("Initial Term"). City will have the option, in its sole
discretion, to renew this Agreement under the same terms and conditions, for up to four (4) one-year
renewal option(s) (each a "Renewal Term").
3. Compensation. City shall pay Vendor an amount not to exceed one hundred seventy-
two thousand seven hundred dollars and no cents ($172,700.00) in accordance with the provisions of this
Agreement and Exhibit `B" Payment Schedule, which is attached hereto and incorporated herein for all
purposes. Vendor shall not perform any additional services for the City not specified by this Agreement
unless the 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. Vendor shall submit invoices to City no more frequently than monthly for the Services that have
been performed by Vendor.
4. Termination.
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for
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Berry Dunn McNeil & Parker, LLC CITY SECRETARY
FT. WORTH, TX
City Secretary Contract No.
any reason by providing the other party with 30 days' written notice of termination.
4.2 Non-aDDroDriation of Funds. In the event no funds or insufficient funds are
appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor
of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which
appropriations were received without penalty or expense to City of any kind whatsoever, except as
to the portions of the payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated
prior to the Expiration Date, City shall pay Vendor for services actually rendered up to the effective
date of termination and Vendor shall continue to provide City with services requested by City and
in accordance with this Agreement up to the effective date of termination. Upon termination of this
Agreement for any reason, Vendor shall provide City with copies of all completed or partially
completed documents prepared under this Agreement. In the event Vendor has received access to
City Information or data as a requirement to perform services hereunder, Vendor shall return all
City provided data to City in a machine readable format or other format deemed acceptable to City.
Disclosure of Conflicts and Confidential Information.
5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services
under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this
Agreement, Vendor hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information. Vendor, for itself and its officers, agents and employees,
agrees that it shall treat all information provided to it by City ("City Information") as confidential
and shall not disclose any such information to a third party without the prior written approval of
City.
5.3 Public Information Act. City is a government entity under the laws of the State of
Texas and all documents held or maintained by City are subject to disclosure under the Texas Public
Information Act. In the event there is a request for information marked Confidential or Proprietary,
City shall promptly notify Seller. It will be the responsibility of Seller to submit reasons objecting
to disclosure. A determination on whether such reasons are sufficient will not be decided by City,
but by the Office of the Attorney General of the State of Texas or by a court of competent
jurisdiction.
5.3 Unauthorized Access. Vendor shall store and maintain City Information in a secure
manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor shall notify City immediately if the security or integrity of any
City Information has been compromised or is believed to have been compromised, in which event,
Vendor shall, in good faith, use all commercially reasonable efforts to cooperate with City in
identifying what information has been accessed by unauthorized means and shall fully cooperate
with City to protect such City Information from further unauthorized disclosure.
6. Right to Audit. Vendor agrees that City shall, until the expiration of three (3) years after
final payment under this Agreement, or the final conclusion of any audit commenced during the said three
years, have access to and the right to examine at reasonable times any directly pertinent books, documents,
papers and records, including, but not limited to, all electronic records, of Vendor involving transactions
relating to this Agreement at no additional cost to City. Vendor agrees that City shall have access during
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normal working hours to all necessary Vendor facilities and shall be provided adequate and appropriate
work space in order to conduct audits in compliance with the provisions of this section. City shall give
Vendor reasonable advance notice of intended audits.
7. Independent Contractor. It is expressly understood and agreed that Vendor shall operate
as an independent contractor as to all rights and privileges and work performed under this Agreement, and
not as agent, representative or employee of City. Subject to and in accordance with the conditions and
provisions of this Agreement, Vendor shall have the exclusive right to control the details of its operations
and activities and be solely responsible for the acts and omissions of its officers, agents, servants,
employees, Vendors and subcontractors. Vendor acknowledges that the doctrine of respondeat superior
shall not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents,
employees, servants, Vendors and subcontractors. Vendor further agrees that nothing herein shall be
construed as the creation of a partnership or joint enterprise between City and Vendor. It is further
understood that City shall in no way be considered a Co -employer or a Joint employer of Vendor or any
officers, agents, servants, employees or subcontractors of Vendor. Neither Vendor, nor any officers, agents,
servants, employees or subcontractors of Vendor shall be entitled to any employment benefits from City.
Vendor shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself,
and any of its officers, agents, servants, employees or subcontractors.
Liabilitv and Indemnification.
8.1 LIABILITY - VENDOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER,
WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT
ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF
VENDOR, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES.
8.2 GENERAL INDEMNIFICATION - VENDOR HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS,
AGENTS, SERVANTS AND EMPLOYEES, FROMAND AGAINST ANYAND ALL CLAIMS
OR LAWSUITS OFANYKIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTY DAMAGE OR LOSS AND/OR PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH
THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR
OMISSIONS OR MALFEASANCE OF VENDOR, ITS OFFICERS, AGENTS, SERVANTS
OR EMPLOYEES.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION — Vendor agrees to
defend, settle, or pay, at its own cost and expense, any claim or action against City for
infringement of any patent, copyright, trade mark, trade secret, or similar property right
arising from City's use of the software and/or documentation in accordance with this
Agreement, it being understood that this agreement to defend, settle or pay shall not apply if
City modifies or misuses the software and/or documentation. So long as Vendor bears the cost
and expense of payment for claims or actions against City pursuant to this section, Vendor
shall have the right to conduct the defense of any such claim or action and all negotiations for
its settlement or compromise and to settle or compromise any such claim; however, City shall
have the right to fully participate in any and all such settlement, negotiations, or lawsuit as
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necessary to protect City's interest, and City agrees to cooperate with Vendor in doing so. In
the event City, for whatever reason, assumes the responsibility
for payment of costs and expenses for any claim or action brought against City for
infringement arising under this Agreement, City shall have the sole right to conduct the
defense of any such claim or action and all negotiations for its settlement or compromise and
to settle or compromise any such claim; however, Vendor shall fully participate and cooperate
with City in defense of such claim or action. City agrees to give Vendor timely written notice
of any such claim or action, with copies of all papers City may receive relating thereto.
Notwithstanding the foregoing, City's assumption of payment of costs or expenses shall not
eliminate Vendor's duty to indemnify City under this Agreement. If the software and/or
documentation or any part thereof is held to infringe and the use thereof is enjoined or
restrained or, if as a result of a settlement or compromise, such use is materially adversely
restricted, Vendor shall, at its own expense and as City's sole remedy, either: (a) procure for
City the right to continue to use the software and/or documentation; or (b) modify the
software and/or documentation to make it non -infringing, provided that such modification
does not materially adversely affect City's authorized use of the software and/or
documentation; or (c) replace the software and/or documentation with equally suitable,
compatible, and functionally equivalent non -infringing software and/or documentation at no
additional charge to City; or (d) if none of the foregoing alternatives is reasonably available
to Vendor terminate this Agreement, and refund all amounts paid to Vendor by City,
subsequent to which termination City may seek any and all remedies available to City under
law.
Assignment and Subcontracting.
9.1 Assignment. Vendor shall not assign or subcontract any of its duties, obligations
or rights under this Agreement without the prior written consent of City. If City grants consent to
an assignment, the assignee shall execute a written agreement with City and Vendor under which
the assignee agrees to be bound by the duties and obligations of Vendor under this Agreement.
Vendor and Assignee shall be jointly liable for all obligations of Vendor under this Agreement prior
to the effective date of the assignment.
9.2 Subcontract. If City grants consent to a subcontract, sub Vendor shall execute a
written agreement with Vendor referencing this Agreement under which sub Vendor shall agree to
be bound by the duties and obligations of Vendor under this Agreement as such duties and
obligations may apply. Vendor shall provide City with a fully executed copy of any such
subcontract.
10. Insurance. Vendor shall provide City with certificate(s) of insurance documenting
policies of the following types and minimum coverage limits that are to be in effect prior to commencement
of any work pursuant to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000 - Each Occurrence
$2,000,000 - Aggregate
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(b) Automobile Liability:
$1,000,000 - Each occurrence on a combined single limit basis
Coverage shall be on any vehicle used by Vendor, its employees, agents,
representatives in the course of providing services under this Agreement. "Any
vehicle" shall be any vehicle owned, hired and non -owned.
(c) Worker's Compensation:
Statutory limits according to the Texas Workers' Compensation Act or any other
state workers' compensation laws where the work is being performed
Employers' liability
$100,000 -
Bodily Injury by accident; each accident/occurrence
$100,000 -
Bodily Injury by disease; each employee
$500,000 -
Bodily Injury by disease; policy limit
(d) Professional Liability (Errors & Omissions):
$1,000,000 - Each Claim Limit
$1,000,000 - Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other requirements.
Coverage must be claims -made, and maintained for the duration of the contractual
agreement and for two (2) years following completion of services provided. An
annual certificate of insurance must be submitted to City to evidence coverage.
10.2 General Reauirements
(a) The commercial general liability and automobile liability policies shall
name City as an additional insured thereon, as its interests may appear. The term
City shall include its employees, officers, officials, agents, and volunteers in
respect to the contracted services.
(b) The workers' compensation policy shall include a Waiver of Subrogation
(Right of Recovery) in favor of City.
(c) A minimum of Thirty (30) days' notice of cancellation or reduction in
limits of coverage shall be provided to City. Ten (10) days' notice shall be
acceptable in the event of non-payment of premium. Notice shall be sent to the
Risk Manager, City of Fort Worth, 200 Texas Street, Fort Worth, Texas 76102,
with copies to the Fort Worth City Attorney at the same address.
(d) The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A- VII
in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial
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strength and solvency to the satisfaction of Risk Management. If the rating is below
that required, written approval of Risk Management is required.
(e) Any failure on the part of City to request required insurance
documentation shall not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance shall be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement.
11. ComDliance with Laws, Ordinances, Rules and Regulations. Vendor agrees that in the
performance of its obligations hereunder, it shall comply with all applicable federal, state and local laws,
ordinances, rules and regulations and that any work it produces in connection with this Agreement will also
comply with all applicable federal, state and local laws, ordinances, rules and regulations. If City notifies
Vendor of any violation of such laws, ordinances, rules or regulations, Vendor shall immediately desist
from and correct the violation.
12. Non -Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
subVendors and successors in interest, as part of the consideration herein, agrees that in the performance of
Vendor's duties and obligations hereunder, it shall not discriminate in the treatment or employment of any
individual or group of individuals on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN
ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT BY VENDOR, ITS
PERSONAL REPRESENTATIVES, ASSIGNS, SUBVENDORSS OR SUCCESSORS IN
INTEREST, VENDOR AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND
DEFEND CITY AND HOLD CITY HARMLESS FROM SUCH CLAIM.
13. Notices. Notices required pursuant to the provisions of this Agreement shall be
conclusively determined to have been delivered when (1) hand -delivered to the other party, its agents,
employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the
transmission, or (3) received by the other party by United States Mail, registered, return receipt requested,
addressed as follows:
To CITY:
To VENDOR:
City of Fort Worth
Berry Dunn McNeil & Parker LLC
Attn: Assistant City Manager
Kevin Price, Principal
200 Texas Street
2211 Congress Street
Fort Worth, TX 76102-6314
Portland ME 04102
Facsimile: (817) 392-6134
Facsimile: 207-774-2375
With copy to Fort Worth City Attorney's Office at
same address
14. Solicitation of EmDlovees. Neither City nor Vendor shall, during the term of this
Agreement and additionally for a period of one year after its termination, solicit for employment or employ,
whether as employee or independent contractor, any person who is or has been employed by the other
during the term of this Agreement, without the prior written consent of the person's employer.
Notwithstanding the foregoing, this provision shall not apply to an employee of either party who responds
to a general solicitation of advertisement of employment by either party.
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15. Governmental Powers. It is understood and agreed that by execution of this Agreement,
City does not waive or surrender any of its governmental powers or immunities.
16. No Waiver. The failure of City or Vendor to insist upon the performance of any term or
provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of City's or
Vendor's respective right to insist upon appropriate performance or to assert any such right on any future
occasion.
17. Governing Law / Venue. This Agreement shall be construed in accordance with the laws
of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to 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.
18. Severability. If any provision of this Agreement is held to be invalid, illegal or
unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be
affected or impaired.
19. Force Maieure. City and Vendor shall exercise their best efforts to meet their respective
duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission
in performance due to force majeure or other causes beyond their reasonable control, including, but not
limited to, compliance with any government law, ordinance or regulation, acts of God, acts of the public
enemy, fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any
governmental authority, transportation problems and/or any other similar causes.
20. Headings not Controlling. Headings and titles used in this Agreement are for reference
purposes only, shall not be deemed a part of this Agreement, and are not intended to define or limit the
scope of any provision of this Agreement.
21. Review of Counsel. The parties acknowledge that each party and its counsel have
reviewed and revised this Agreement and that the normal rules of construction to the effect that any
ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this
Agreement or Exhibits A, B, and C.
22. Amendments / Modifications / Extensions. No amendment, modification, or extension
of this Agreement shall be binding upon a party hereto unless set forth in a written instrument, which is
executed by an authorized representative of each party.
23. Entirety of Agreement. This Agreement, including Exhibits A, B and C, contains the
entire understanding and agreement between City and Vendor, their assigns and successors in interest, as
to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared
null and void to the extent in conflict with any provision of this Agreement.
24. 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
one and the same instrument.
25. Warranty of Services. Vendor warrants that its services will be of a high quality and
conform to generally prevailing industry standards. City must give written notice of any breach of this
warranty within thirty (30) days from the date that the services are completed. In such event, at Vendor's
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option, Vendor shall either (a) use commercially reasonable efforts to re -perform the services in a manner
that conforms with the warranty, or (b) refund the fees paid by City to Vendor for the nonconforming
services.
26. Immizration Nationalitv Act. Vendor shall verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form (I-9). Upon request by City, Vendor shall provide City with copies of all I-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor 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 Vendor employee who is not legally eligible to
perform such services. VENDOR SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS
FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS
PARAGRAPH BY VENDOR, VENDOR'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR
LICENSEES. City, upon written notice to Vendor, shall have the right to immediately terminate this
Agreement for violations of this provision by Vendor.
27. Ownershin of Work Product. City shall be the sole and exclusive owner of all reports,
work papers, procedures, guides, and documentation, created, published, displayed, and/or produced in
conjunction with the services provided under this Agreement (collectively, "Work Product"). Further, City
shall be the sole and exclusive owner of all copyright, patent, trademark, trade secret and other proprietary
rights in and to the Work Product. Ownership of the Work Product shall inure to the benefit of City from
the date of conception, creation or fixation of the Work Product in a tangible medium of expression
(whichever occurs first). Each copyrightable aspect of the Work Product shall be considered a "work -made -
for -hire" within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work
Product, or any part thereof, is not considered a "work -made -for -hire" within the meaning of the Copyright
Act of 1976, as amended, Vendor hereby expressly assigns to City all exclusive right, title and interest in
and to the Work Product, and all copies thereof, and in and to the copyright, patent, trademark, trade secret,
and all other proprietary rights therein, that City may have or obtain, without further consideration, free
from any claim, lien for balance due, or rights of retention thereto on the part of City.
28. Signature Authoritv. The person signing this Agreement hereby warrants that he/she has
the legal authority to execute this Agreement on behalf of the respective party, and that such binding
authority has been granted by proper order, resolution, ordinance or other authorization of the entity. This
Agreement and any amendment hereto, may be executed by any authorized representative of Vendor whose
name, title and signature is affixed on the Verification of Signature Authority Form, which is attached
hereto as Exhibit "C". Each party is fully entitled to rely on these warranties and representations in entering
into this Agreement or any amendment hereto.
29. Chanize in Comuanv Name or Ownership. Vendor shall notify City's Purchasing
Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining
updated City records. The president of Vendor or authorized official must sign the letter. A letter indicating
changes in a company name or ownership must be accompanied with supporting legal documentation such
as an updated W-9, documents filed with the state indicating such change, copy of the board of director's
resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the
specified documentation so may adversely impact future invoice payments.
30. No Bovcott of Israel. If Vendor has fewer than 10 employees or this Agreement is for
less than $100,000, this section does not apply. Vendor 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
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not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms "boycott Israel"
and "company" shall have the meanings ascribed to those terms by Chapter 2271 of the Texas Government
Code. By signing this contract, Vendor certifies that Vendor's signature provides written verification
to the City that Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of
the contract.
31. Prohibition on Boycotting Energy Companies. Vendor acknowledges that in accordance
with Chapter 2274 of the Texas Government Code (as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2),
the City is prohibited from entering into a contract for goods or services that has a value of $100,000 or
more, which will be paid wholly or partly from public funds of the City, with a company (with 10 or more
full-time employees) unless the contract contains a written verification from the company that it: (1) does
not boycott energy companies; and (2) will not boycott energy companies during the term of the
contract. The terms "boycott energy company" and "company" have the meaning ascribed to those terms
by Chapter 2274 of the Texas Government Code (as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2). To
the extent that Chapter 2274 of the Government Code is applicable to this Agreement, by signing this
Agreement, Vendor certifies that Vendor's signature provides written verification to the City that
Vendor: (1) does not boycott energy companies; and (2) will not boycott energy companies during the
term of this Agreement.
32. Prohibition on Discrimination Against Firearm and Ammunition Industries. Vendor
acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code (as added
by Acts 2021, 87th Leg., R.S., S.B. 19, § 1), the City is prohibited from entering into a contract for goods
or services that has a value of $100,000 or more which will be paid wholly or partly from public funds of
the City, with a company (with 10 or more full-time employees) unless the contract contains a written
verification from the company that it: (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the
term of the contract against a firearm entity or firearm trade association. The terms "discriminate against a
firearm entity or firearm trade association," "firearm entity" and "firearm trade association" have the
meaning ascribed to those terms by Chapter 2274 of the Texas Government Code (as added by Acts 2021,
87th Leg., R.S., S.B. 19, § 1). To the extent that Chapter 2274 of the Government Code is applicable
to this Agreement, by signing this Agreement, Vendor certifies that Vendor's signature provides
written verification to the City that Vendor: (1) does not have a practice, policy, guidance, or directive
that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate
against a firearm entity or firearm trade association during the term of this Agreement.
33. Compliance with Public Information Act Requests. The requirements of Subchapter J,
Chapter 552, Government Code, may apply to this Agreement and Vendor agrees that the Agreement
can be terminated if Vendor knowingly or intentionally fails to comply with a requirement of that
subchapter. Vendor acknowledges that section 552.371 of the Texas Government Code applies to this
Agreement if. (1) this Agreement has a stated expenditure of at least $1 million in public funds for the
purchase of good or services by the City; or (2) this Agreement results in the expenditure of at least $1 million
in public funds for the purchase of goods or services by the City in a fiscal year of the City. To the extent
that section 552.371 of the Texas Government Code applies to this Agreement, Vendor shall comply with
section 552.372 of the Texas Government Code by: (1) preserving all contracting information relating to this
Agreement as provided by the records retention requirements applicable to the City for the duration of the
Agreement; (2) promptly providing the City any contracting information related to this Agreement that is in
the custody or possession of Vendor on request of the City; and (3) on completion of the Agreement, either
(a) providing at no cost to the City all contracting information related to the Agreement that is in the custody
or possession of Vendor; or (b) preserving the contracting information relating to the Agreement as provided
by the retention requirements application to the City.
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement to be effective on the
date signed by the City's Assistant City Manager.
ACCEPTED AND AGREED:
City:
By: Dana Burghdoff (Aq 18, 20 17:13 CDT)
Name: Dana Burghdoff
Title: Assistant City Manager
Date: Jul 18, 2023
Vendor:
By:
Name: Kevin Price
Title: Principal
Date: Jul 18, 2023
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
Li rl� �.r92
By: 49nnifer oberts for (Jul 18, 2023 14CDT)
Name: Dalton Harrell
Title: Director
Approved as to Form and Legality:
By. 7c1,ar' Mc —1,-(J,l 18, 20D 15:47 CDT)
Name: Richard A. McCracken
Title: Sr. Assistant City Attorney
Contract Authorization:
M&C: 23-0572 (6/27/23)
Form 1295: 2023-1032126
Vendor Services Agreement
Berry Dunn McNeil & Parker, LLC
Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all
performance and reporting requirements.
7ahre sca t& Mol-ate,t
By. Janie Scarlett Morales (Jul 18,202314:29 CDT)
Name: Janie Scarlet Morales
Title: Assistant Director
4.p'avopnn�
City Secretary: F FORr�oa�d
0, 3-
Ica. A .�a�CRs xp 5d4�
By Q
Name: Jannette Goodall
Title: City Secretary
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 10 of 13
EXHIBIT A
SCOPE OF SERVICES
1.0 DELIVERABLES
1.1 Deliverable 1: Vendor shall conduct a review of the organizational and hierarchical
structure of the Development Services Department ("Department") for efficiency and
ensure lean operations as follows:
1.1.1 Review and evaluate the current organizational and management systems
and effectiveness of the hierarchical structure.
1.1.2 Review the current organization of the Department and the duties of each
division to determine if the work is proportional, streamlined, and effectively
distributed and grouped for expediency and efficiency.
1.1.3 Review intake functions for flow and expediency.
1.1.4 Review training for intake and specifically determine if training is sufficient for
accuracy and expediency.
1.2 Deliverable 2: Vendor shall conduct an organizational review of the Department's
organizational structure. The Department has approximately 45 classifications and each
classification and/or position must be reviewed to:
1.2.1 Identify the need to collapse job functions;
1.2.2 Create new classifications within the City of Fort Worth Classification system
while recommending a desired supervisor to employee ratio for adequate oversight.
1.2.3 Analyze the current organization structure and recommend an organizational
structure to:
1.2.3.1 Determine if employee workloads are manageable and if KPI's for
service delivery are reasonable;
1.2.3.2 Develop a workload analysis template, that can be used for both
current and future years, to determine if additional positions are needed to
manage workloads; and
1.2.3.3 Provide a strategy for the employees' progression through the pay
plan/salary schedule that is transparent, easy to understand, and easy to
administer.
1.3 Deliverable 3: Vendor shall provide a report detailing the current state of service
delivery and make specific recommendations to:
1.3.1 Improve customer service;
1.3.2 Streamline processes, cost and/or time saving initiatives;
1.3.3 Improve processes; or
1.3.4 Other identified program enhancements.
EXHIBIT B
PRICE SCHEDULE
Deliverable
Quantity UOM
Price*
Calendar Days to
(Unit of
Complete
Measure)
Deliverable
Deliverable 1 (Per
1 EACH
$82,500.00
91
Exhibit A)
Deliverable 2 (Per
1 EACH
$73,700.00
56
Exhibit A)
Deliverable 3 (Per
1 EACH
$16,500.00
42
Exhibit A)
Total Proiect Price
$172,700.00
Total Days: 189
*A total price for each deliverable is provided. Vendor may bill for partially completed deliverables no more
frequently than monthly.
EXHIBIT C
VERIFICATION OF SIGNATURE AUTHORITY
Berry, Dunn, McNeil & Parker, LLC
2211 Congress Street
Portland, ME 04102
Execution of this Signature Verification Form ("Form") hereby certifies that the following
individuals and/or positions have the authority to legally bind Vendor and to execute any agreement,
amendment or change order on behalf of Vendor. Such binding authority has been granted by proper order,
resolution, ordinance or other authorization of Vendor. City is fully entitled to rely on the warranty and
representation set forth in this Form in entering into any agreement or amendment with Vendor. Vendor
will submit an updated Form within ten (10) business days if there are any changes to the signatory
authority. City is entitled to rely on any current executed Form until it receives a revised Form that has
been properly executed by Vendor.
Name: Kevin Price
Position: Principal
Signature
2. Name:
Position:
Signature
3. Name:
Position:
Signature
Name•
—4'� A'1'�
Signature of President / CEO Other
Other Title:
Date: 6 -2-z-zO z3
Vendor Services Agreement — Exhibit C Page 13 of 13
EXHIBIT D
FORTWORTH.
RFP Cover Sheet
PURCHASING DIVISION
REQUEST FOR PROPOSALS (RFP)
for
23-0055 Structural and Efficiency Study for Development and Permitting Services
Issued: Wednesday, April 5, 2023
PROPOSAL SUBMISSION DEADLINE: Thursday. April 27.2023 by 1:30PM Local Time
NO LATE PROPOSALS WILL BE ACCEPTED
Proposal shall be delivered/mailed to: Legal Name, d/b/a and address of Proposer
submitting the Proposal:
The Sr. Purchasing Manager
City of Fort Worth
Purchasing Division, Lower Level, City Hall,
200 Texas Street, Fort Worth, Texas 76102
Note: Return this Cover Sheet with the Proposal
Pre -Proposal Conference will be held in person
1:30PM (CST) on Tuesday, April 11, 2023
200 Texas, Fort Worth, TX, 76102 —
Development Services Conference Room —
Northeast Corner, Lower Level, Room #LL1201
The Proposer will be able to access by video
conference via WebEx, please refer to Page 5,
section 8.3.2 for details.
For additional information/clarifications regarding
this RFP, please see Section 5.0.
Assigned Buyer: Maria Canoura
FMSPurchasinaResaonsesCcDfortworthtexas.aov
Authorized Person:
Title:
Signature:
Contact Person Name:
Phone: ( ) Fax:
Email:
Bidder/Supplier ID with City of Fort Worth/ Federal
ID Number (TIN):
Will contract be available for Cooperative Agreement use? (See Section 29) Yes No.
• PDF or Adobe or electronic signature is acceptable on this RFP cover page. The Authorized
Person, by his/her signature, represents that he/she is submitting a binding proposal and is
authorized to bind. By signing and submitting, acknowledges that he/she has received and read
the entire document packet, including all documents incorporated by reference, and agrees to be
bound by the terms therein.
• Proposals must be received in the Purchasing Office by 1:30 P.M., "Proposal Submission
Deadline" AND TIME STAMPED PRIOR TO THE 1:30 DEADLINE IN ORDER TO BE
CONSIDERED. Late bids will be returned or destroyed.
• Proposals must be submitted in a sealed envelope WITH THE RFP NUMBER, RFP TITLE AND
PROPOSER'S LEGAL NAME WRITTEN ON THE OUTSIDE OF THE ENVELOPE. In case of
courier, it should be on the outside of the courier's shipping envelope.
• Bids will be opened and read aloud publicly at 2:OOPM in the Council Chambers.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 1 of 23
Request for Proposal
The City of Fort Worth is seeking proposals from qualified firms to establish an Agreement for Structural
Staffing and Efficiency Study in accordance with the descriptions and specifications listed in this
solicitation.
1.0 SUBMISSION OF PROPOSALS
1.1 One (1) signed original, and one (1) USB flash drive containing electronic versions of all
Proposal documents must be submitted in a sealed package. Failure to submit a signed
original and a USB flash drive containing all proposal documents will deem the bid as non-
responsive. PROPOSER's name, address and bid number should be marked on the
outside of the package. Facsimile or electronic transmittals or offers communicated by
telephone will not be accepted or considered. Proposal information that is not submitted in
sealed packages will not be considered.
1.2 Mail or Deliver Responses to the Following Address:
City of Fort Worth
Purchasing Division
RFP # 23-0055
200 Texas Street, Lower Level
City Hall, Fort Worth, Texas, 76102
2.0 DELIVERY OF PROPOSALS
2.1 Proposals must be received in the CITY's Purchasing Division no later than the submission
deadline. The submitting PROPOSER is responsible for the means of on -time delivery of
the proposal to the location listed in paragraph 1.2. Delays due to any instrumentality used
to transmit the Proposals, including delay occasioned by the PROPOSER or the CITY's
internal mailing system, will be the responsibility of the PROPOSER. Proposals must be
completed and delivered in sufficient time to avoid disqualification for lateness due to
difficulties in delivery. The time and date stamp clock in CITY's Purchasing Division is the
official clock for determining whether submittals are submitted timely. Late Proposal
documents will not be accepted under any circumstances.
3.0 PROPRIETARY INFORMATION
3.1 If a PROPOSER does not desire proprietary information in the Proposal to be disclosed, it
is required to identify all proprietary information in the Proposal. This identification must
be done by noting the words "Proprietary Information" individually on each page on which
such proprietary information is found. If the PROPOSER fails to identify proprietary
information, it agrees that by submission of its Proposal that those sections shall be
deemed non-proprietary and made available upon public request.
3.2 PROPOSERS are advised that the CITY, to the extent permitted by law, will protect
Proposals from release. PROPOSER shall consider the implications of the Texas Public
Information Act, particularly after the Request for Proposals (RFP) process has ceased
and the Contract has been awarded. While there are provisions in the Texas Public
Information Act to protect proprietary information where the PROPOSER can meet certain
evidentiary standards, please be advised that a determination on whether those standards
have been met will not be decided by the CITY, but by the Office of the Attorney General
of the State of Texas. In the event a request for public information is made, the CITY will
notify the PROPOSER, who may then make arguments to the Attorney General pursuant
to 552.305, Texas Government Code. The CITY will not make arguments to the Attorney
General on a PROPOSER's behalf.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 2 of 23
4.0 COMPLETION OF PROPOSAL RESPONSES
4.1 Information presented in the Proposals will be used to evaluate the qualifications of the
PROPOSER(s) and to determine the PROPOSER(s) which will be selected to provide
services to the CITY.
4.2 Responses shall be completed in accordance with the requirements of this RFP.
Statements made by a PROPOSER shall be without ambiguity, and with adequate
elaboration, where necessary, for clear understanding.
4.3 Proposals shall be limited to a maximum of one hundred (100), 8-1/2" X 11" pages (one
side only and including cover letter) using a font size no smaller than 11 point and margins
of at least one inch in each direction. The required/requested attachments are not part of
this page limit.
4.4 Responses must include the all documents and information specified in this RFP.
5.0 CLARIFICATIONS AND ISSUANCE OF ADDENDA
5.1 Any requests for explanation, clarification, or interpretation desired by a PROPOSER
regarding any part of this RFP must be made prior to the published submission deadline,
as referenced in Section 8.3 of this RFP.
5.2 IN ORDER FOR QUESTIONS TO BE ANSWERED, ALL QUESTIONS MUST BE SENT
BY E-MAIL BEFORE THE QUESTION DEADLINE AND MUST BE IDENTIFIED AS
FOLLOWS:
5.2.1 All explanation, clarification or questions must clearly identify the buyer's name
and the bid number on the document or on the subject line, if sent by an email. For
example: "Attention: Buyer name and RFP No. XX-XXXX". If the buver's name
and proposal number is not included as specified above, the auestion will
NOT be answered.
5.2.2 Delivery of questions:
5.2.2.1 Via Email - FMSPurchasingResiDonses(c)fortworthtexas.aov
5.2.2.1.1 Please note, if an e-mail confirming receipt of your e-mail is
not received within one (1) business day, please contact the
Purchasing Office at 817-392-2462.
5.3 If the CITY, in its sole discretion, determines that a change or additional information is
needed or a clarification is required, the CITY shall issue a written addendum regarding
such change, additional information, or clarification. Sole authority for issuing of addenda
shall be vested in the CITY's Purchasing Division.
5.4 Interpretations, corrections or changes to the RFP are not binding upon the CITY if they
are made in any manner other than a written addendum, and PROPOSERs shall not rely
upon such written interpretations, corrections or changes. Oral explanations or instructions
given before the award of the Contract are not binding. Each PROPOSER must
acknowledge receipt of all addenda within its response.
6.0 UNAUTHORIZED COMMUNICATIONS
6.1 Any oral communications are considered unofficial and non -binding with regard to this
RFP. After release of this solicitation, PROPOSERs are prohibited from contacting or
communicating with any CITY officer, employee, or representative regarding this RFP other
than (i) the point of contact designated on the cover page of this RFP or (ii) the Minority
Women and Business Enterprise (MWBE) Office. No officer, employee, agent or
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 3 of 23
representative of the PROPOSERS shall, directly or indirectly through others, have any
contact or discussion, oral or written, with any members of the CITY Council; members of
the RFP evaluation, interview, or selection panels; CITY staff or CITY's consultants, or
seek to influence any CITY Council member, CITY staff, or CITY's consultants regarding
any matters pertaining to this solicitation, except as expressly provided herein. If a
representative of any PROPOSER violates the foregoing prohibition by contacting any of
the above listed parties with whom contact is not authorized, such contact may result in
the PROPOSER's being disqualified from the procurement process.
7.0 WITHDRAWAL OF PROPOSALS
7.1 An authorized representative of the PROPOSER may withdraw a Proposal at any time
prior to the RFP submission deadline, upon presentation of acceptable identification as a
representative of such company.
8.0 AWARD OF CONTRACT
8.1 It is understood that the CITY reserves the right to accept or reject any and all Proposals
and to re -solicit for Proposals, as it shall deem to be in the best interests of the CITY.
Receipt and consideration of any Proposals shall under no circumstances obligate the
CITY to accept any Proposals. If an award of contract is made, it shall be made to the
responsible PROPOSER whose Proposal is determined to be the best evaluated offer
taking into consideration the relative importance of the evaluation factors set forth in the
RFP.
8.2 The information provided in this Request for Proposals is only to be used for the purpose
of preparing a proposal or response to the CITY's requested services. This Agreement
shall begin on the date stated in agreement ("Effective Date") and shall expire one year
after effective date, ("Expiration Date"), unless terminated earlier in accordance with this
Agreement ("Initial Term"). Upon the expiration of the Initial Term, the Agreement shall
renew automatically under the same terms and conditions for up to four (4) one-year
renewal periods, unless CITY or PROPOSER provides the other party with notice of non -
renewal at least 60 days before the expiration of the Initial Term or renewal period.
However, if funds are not appropriated, the City may cancel the Agreement 30 calendar
days after providing written notification to the PROPOSER. A PROPOSER may submit a
proposal for all or part of the requested services. Selection of a successful PROPOSER
will be made on the basis of the proposal deemed most advantageous and beneficial to
the CITY.
8.3 Tentative Schedule of Events
8.3.1 Timeline and tasks related to this solicitation
RFP Release Date:
Wednesday, April 5, 2023 at 8:00 AM (CST)
Pre -Proposal Conference:
Tuesday, April 11, 2023 at 1;30PM (CST)
Deadline for Questions:
Friday, April 14, 2023 at 5:OOPM (CST)
Deadline for Answers
Wednesday, April 19, 2023
Proposals Due Date and Time:
April 27, 2023 1:30 PM (CST)
Evaluation of Proposals:
May 2023
PROPOSER Interview, if applicable
May 2023 (*)
Mayor and Council Consideration, if
June 2023
applicable
Contract Effective (anticipated):
June/July 2023
* By submitting a response to this RFP, the PROPOSER IS agreeing to be available for
interviews, if requested by the Evaluation Panel, during the month of May 2023.
Not being available will deem your proposal as non -responsive.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 4 of 23
8.3.2 Video Conference Details for Pre -Proposal Conference on Tuesday, April 11, 2023
at 1:30PM (CST):
8.3.2.1 Join from the meeting link:
https://fortworthtexas.webex.com/fortworthtexas/j.php?MTID=mc828cOcl
ef3e8de690a280dee2331669
8.3.2.2 Join by meeting number:
Meeting number (access code): 2550 054 9668
Meeting password: BSeHnbs7D52
8.3.2.3 Tap to join from a mobile device (attendees only)
+1-469-210-7159„25500549668## United States Toll (Dallas)
8.3.2.4 Join by phone
+1-469-210-7159 United States Toll (Dallas)
8.3.2.5 Join from a video system or application
Dial 25500549668@fortworthtexas.webex.com
You can also dial 173.243.2.68 and enter your meeting number.
8.3.3 Failure to attend the Pre -Proposal Conference will impact potential Bidder's ability to submit
a fully informed and competitive response. Attendance is not mandatory but is strongly
encouraged.
9.0 PERIOD OF ACCEPTANCE
9.1 PROPOSER acknowledges that by submitting the Proposal, PROPOSER makes an offer
that, if accepted in whole or part by the CITY, constitutes a valid and binding contract as to
any and all items accepted in writing by the CITY. The period of acceptance of proposals
is one hundred and eighty (180) calendar days from the date of opening, unless the
PROPOSER notes a different period.
10.0 TAX EXEMPTION
10.1 The CITY of Fort Worth is exempt from Federal Excise and State Sale Tax; therefore, tax
must not be included in any contract that may be awarded from this RFP.
11.0 COST INCURRED IN RESPONDING
11.1 All costs directly or indirectly related to preparation of a response to the RFP or any oral
presentation required to supplement and/or clarify a Proposal which may be required by
the CITY shall be the sole responsibility of and shall be borne by the participating
PROPOSER.
12.0 NEGOTIATIONS
12.1 The CITY reserves the right to negotiate all elements that comprise the successful
PROPOSER's response to ensure that the best possible consideration be afforded to all
concerned.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 5 of 23
13.0 CONTRACT INCORPORATION
13.1 The contract documents shall include this RFP, the PROPOSER's Response to the RFP,
the CITY's Vendor Services Agreement (Attachment E), and such other terms and
conditions as the parties may agree.
14.0 NON -ENDORSEMENT
14.1 If a Proposal is accepted, the successful PROPOSER, hereinafter "Contractor," shall not
issue any news releases or other statements pertaining to the award or servicing of the
agreement that state or imply the CITY of Fort Worth's endorsement of the successful
PROPOSER's services.
15.0 PROPOSAL EVALUATION PROCESS
15.1 The CITY Purchasing Division will guide the evaluation of PROPOSER responses
received.
15.2 An Evaluation Committee consisting of representatives from various CITY departments
and CITY consultants may be appointed to review and evaluate RFP responses in
accordance with this RFP. CITY reserves the right at its sole discretion to include additional
representatives from other CITY departments and or other contractors.
15.3 CITY reserves the right at its sole discretion to determine the process for proposal
evaluation and may elect to accelerate and/or decelerate the evaluation process by
combining, eliminating or expanding phases as it is deemed in the public interest to do so.
15.4 The Evaluation Committee will review PROPOSER's references and criteria and may
select PROPOSER candidates for onsite interviews.
15.5 RFP responses that deviate substantially from the requirements of the RFP will be rejected.
15.6 The CITY reserves the right to reject any or all proposals.
15.7 Contract award will be by section or overall total whichever the CITY determines to be in
the CITY's best interest.
15.8 The CITY anticipates selecting PROPOSER(s) that will be recommended to the CITY
Council for award of a contract to provide the requested services to the CITY.
16.0 PROPOSAL EVALUATION FACTORS
16.1 Selection will be based on the qualified PROPOSER that is determined to be the most
advantageous to the CITY considering the relative importance of evaluation factors listed
below. A bidder will be disqualified if they do not meet at least 50% of the points available,
excluding the points for price.
16.1.1 Cost —up to 15 points available
16.1.1.1 Cost will be evaluated based on prices indicated on Attachment C
16.1.2 Qualifications of the firm in performing projects of similar scope — up to 25 points
available
16.1.2.1 This evaluation factor will be evaluated based on the information provided
on Sections 33.1.3, 33.1.4 and 33.1.5.
16.1.3 Experience and qualifications of key individuals assigned to the project - up to 25
points available
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 6 of 23
16.1.3.1 This evaluation factor will be evaluated based on the information provided
on Section 33.1.3.
16.1.4 Proposer's ability to meet the City's needs - up to 35 points available
16.1.4.1 This evaluation factor will be evaluated based on the solution provided by
the PROPOSER on Sections 33.1.6 and 33.1.7.
17.0 SUBCONTRACTORS
17.1 PROPOSERs may include subcontractors for any part of services offered. CITY reserves
the right at its sole discretion to accept or reject any proposal that includes subcontractors.
Upon award of a contract, CITY reserves the right to pre -approve use of any and all
subcontractors.
18.0 BEST AND FINAL OFFER
18.1 The CITY at its sole discretion may elect to have PROPOSERS submitting proposals
deemed most advantageous to the CITY may be requested to prepare a Best and Final
Offer for consideration by the Evaluation Committee. Contract negotiations will then be
based on submitted Best and Final Offers.
19.0 ASSIGNMENT
19.1 The PROPOSERs shall not assign its rights or duties under an award without the prior
written consent of the CITY. Such consent shall not relieve the assignor of liability in the
event of default by its assignee.
20.0 ERRORS OR OMISSIONS
20.1 The PROPOSER shall not be allowed to take advantage of any errors or omissions in this
RFP. Where errors or omissions appear in this RFP, the PROPOSER shall promptly notify
the CITY's Purchasing Division in writing of such error or omission it discovers. Any
significant errors, omissions or inconsistencies in this RFP are to be reported no later than
ten (10) days before time for the RFP response is to be submitted.
21.0 TERMINATION
21.1 If this award results in a contract, it shall remain in effect until contract expires, delivery and
acceptance of products and/or performance of services ordered or terminated by the CITY
or Contractor with a thirty (30) day written notice prior to cancellation. In the event of
termination, the CITY reserves the right to award a contract to next lowest and best
PROPOSER as it deems to be in the best interest of the CITY.
21.2 Further, the CITY may cancel this contract without expense to the CITY in the event that
funds have not been appropriated for expenditures under this contract. The CITY will
return any delivered but unpaid goods in normal condition to the PROPOSER or pay for
the goods, at the CITY's sole direction.
22.0 TERMINATION. REMEDIES. AND CANCELLATION
22.1 Right to Assurance. Whenever the CITY has reason to question the PROPOSER's intent
to perform, the CITY may demand that the PROPOSER(s) give written assurance of
PROPOSER's intent to perform. In the event a demand is made, and no assurance is
given within ten (10) calendar days, the CITY may treat this failure as an anticipatory
repudiation of the contract.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 7 of 23
23.0 CHANGE ORDERS
23.1 No oral statement of any person shall modify or otherwise change or affect the terms,
conditions or specifications stated in the resulting contract. All change orders to the con-
tract will be made in writing by the CITY's Financial Management Services Department and
signed by both parties. Change orders must be approved by CITY Council if dollar amount
is over $100,000.00.
24.0 VENUE
24.1 The agreement(s) will be governed and construed according to the laws of the State of
Texas. The agreement(s) is (are) performable in Tarrant County, Texas. Venue shall lie
exclusively in Tarrant County, Texas.
25.0 CONFLICT OF INTEREST
25.1 No public official shall have interest in this contract, in accordance with Vernon's Texas
Codes Annotated, Local Government Code Title 5, Subtitled C., Chapter 171. (see
Attachment A).
26.0 INSURANCE
26.1 For the duration of a contract resulting from this RFP, PROPOSER shall carry insurance
in the types and amounts as specified in Attachment E of this RFP. Insurance coverage(s)
required herein are intended to respond to occurrences which may arise from services
and/or goods related to this bid solicitation.
27.0 CONTRACT CONSTRAINTS AND CONDITIONS
27.1 All services shall be provided in accordance with applicable requirements and ordinances
of the CITY, laws of the State of Texas, and applicable federal laws.
27.2 The proposed Services Agreement has been provided with this RFP as Attachment E.
PROPOSERs must submit any objections to the contract provisions along with responses.
27.3 A fully executed contract shall be comprised of the following documents:
I. Vendor Services Agreement
II. This Request for Proposals, including all Attachments
III. The Successful PROPOSERs written Proposal
28.0 INVOLVEMENT OF MINORITY BUSINESS ENTERPRISE (MBE):
28.1 MBE participation is not part of the selection criteria.
29.0 COOPERATIVE PURCHASING
29.1 Should other governmental entities decide to participate in this Contract, PROPOSERs
shall indicate in their proposals whether they agree that all terms, conditions, specification,
and pricing would apply.
29.2 If the successful PROPOSER agrees to extend the resulting Contract to other
governmental entities, the following will apply: Governmental entities within utilizing
Contracts with the CITY of Fort Worth will be eligible, but not obligated, to purchase
material/services under this Contract(s) awarded as a result of this solicitation. All
purchases by governmental entities other than the CITY of Fort Worth will be billed directly
to that governmental entity and paid by that governmental entity. The CITY of Fort Worth
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 8 of 23
will not be responsible for another governmental entity's debts. Each governmental entity
will order its own material/services as needed.
30.0 BILLING FOR SERVICES: PAYMENT
30.1 PROPOSER shall bill for services based on the Proposed Service Fees and Charges
Schedule for actual services performed, as presented in Attachment C.
30.2 All payment terms shall be "Net 30 Days" unless specified in the proposal. Prompt/early
payment discount(s) may be considered by the City. PROPOSER shall submit the
proposed discount(s) on Attachment C.
30.3 Service PROPOSER shall invoice no more frequently than monthly for services provided.
30.4 Invoices shall be submitted to the CITY department designated by the CITY. Service
PROPOSER shall submit separate invoices in duplicate, on each purchase order or
purchase change order after each transaction. Invoices shall indicate the purchase order
or purchase change order number. Invoices shall be itemized and Service PROPOSER
shall mail or deliver invoices to Buyer's Department and address as set forth in the block
of the purchase order, purchase change order or release order entitled "Ship to." Payment
shall not be made until the above instruments have been submitted after delivery and
acceptance of the goods and/or services.
30.5 Successful PROPOSERs are encouraged to register for direct deposit payments prior to
providing goods and/or services using the forms posted on the CITY website at
httD://www.fortworthtexas.aov/Durchasina.
31.0 CERTIFICATE OF INTERESTED PARTIES FORM 1295
31.1 The successful PROPOSER is required to complete online and notarize the Certificate of
Interested Parties Form 1295 and the form must be submitted to the Purchasing contact
listed in the solicitation before the purchase/contact will be presented to the City Council.
The form may be completed at:
httos://www.ethics.state.tx.us/whatsnew/elf info form1295.htm.
32.0 CHANGE IN COMPANY NAME OR OWNERSHIP
32.1 The Vendor shall notify the CITY's Purchasing Manager, in writing, of a company name,
ownership, or address change for the purpose of maintaining updated CITY records. The
president of the company or authorized official must sign the letter. A letter indicating
changes in a company name or ownership must be accompanied with supporting legal
documentation such as an updated W-9, documents filed with the state indicating such
change, copy of the board of director's resolution approving the action, or an executed
merger or acquisition agreement. Failure to do so may adversely impact future invoice
payments.
33.0 PROPOSAL REQUIREMENTS/FORMAT
33.1 Proposals should adequately address all evaluation factors listed on 16.0 and include the
following list of required items that that will be used as part of the evaluation. Proposals
should be prepared as simply as possible and provide a straightforward, concise
description of the proposer's capabilities to satisfy the requirements of the RFP. Utmost
attention should be given to accuracy, completeness, and clarity of content. All parts,
pages, figures, or tables should be numbered and clearly labeled. Response information
should be limited to pertinent information only. PROPOSER shall utilize the format below
to submit their proposal. PROPOSER'S proposal submission must include the
following information, failure to provide all the information will deem the bid non-
responsive:
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 9 of 23
33.1.1 A completed and signed original Request for Proposals (RFP) Cover Sheet. The
primary contact should be identified, together with both telephone and email
contact information. The cover letter will not be included in the page count;
33.1.2 A completed Document Checklist, Attachment F to aid in responsiveness. This
page will not be included in the page count;
33.1.3 A summary letter that introduces your firm or consultant, briefly states your interest
in the project, outlined the firm's background, years in business, capabilities,
experience and qualifications of key personnel as it relates to the scope of work
for this solicitation. Description of your firm or team's corporate/organization
structure and the credentials of its leadership and key staff likely to be assigned to
responsible roles in the project. The contact person for further communication
regarding the project shall also be specifically identified, including name, phone,
and e-mail information. To evaluate key personnel assigned to this project, include
resum6s, listing educational background, work experience, special skills and
licenses and/or certifications.
33.1.4 References: Proposals shall list a minimum of three (3) references from projects
similar in nature, size and scope completed or undertake in the past two years.
Letters shall include the following items:
33.1.4.1 Company letterhead, including contact information;
33.1.4.2 Description of Services/Scope of Work;
33.1.4.3 Number of years working with Firm;
33.1.4.4 Brief explanation of customer's satisfaction and recommendation of Firm.
Please provide a rating of 1-5. One (1) being unlikely to recommend and
unsatisfied, and five (5) being highly satisfied and highly recommended;
33.1.4.5 Brief explanation on likeliness to work with Firm again. One (1) being
unlikely to continue to use Firm and five (5) highly likely to use Firm again;
33.1.5 Please provide three (3) examples of previous clients who are similar to the City in
which you have provided this service including detailed descriptions of past and
current projects of similar scope, size, character, and project requirements that
demonstrate the capacity and quality of performance of your firm or team. This
should include for each project its location, scale, deliverables, team composition,
outcome, and directions for obtaining additional information about the present
status of the project. Please note, this question does not negate the required
references requested in section 33.1.4. This question is asking for a detailed
description of the type of client, size, number of personnel being provided, etc.
33.1.6 Firm's project approach and methodology to provide services. Demonstrate the
firms understanding of the City's specifications, to include:
33.1.6.1 How the firm plans to provide services;
33.1.6.2 Any relevant certifications, trainings, licenses related to the scope of
work.
33.1.6.3 Description of the firm method of quality control.
33.1.6.4 Description the firm method of reporting completed work.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 10 of 23
33.1.6.5 How supervision of your firm will be handled. It will also be helpful to
include the level of supervision who will be tasked.
33.1.6.6 Timeframe to complete project, including:
33.1.6.6.1 Detailed description of project progress tracking and
collaboration tools that will be utilized by the firm.
33.1.6.6.2 Examples of previous projects showing the firm's ability to
deliver within the specified schedule.
33.1.7 The firm shall:
33.1.7.1 Provide evidence that is duly qualified and capable to fulfill and abide by
the requirements listed herein within the bid.
33.1.7.2 Demonstrate its qualifications as compliance to the scope of service.
33.1.7.3 Documentation from other projects showing the firm's ability to dedicate
the necessary resources to the work described in this solicitation.
33.1.8 A completed and signed Conflict of Interest Questionnaire, Attachment A;
33.1.9 A completed and signed Proposer Contact Information, Attachment B;
33.1.10 A completed and signed Price Schedule, Attachment C. All pricing shall be
submitted in a separate seal envelope labeled "Pricing" with your proposal;
33.1.11 Any and all exceptions to the RFP must be listed on an item -by -item basis and
cross-referenced. If there are no exceptions, the Firm must expressly state that no
exceptions are taken;
33.1.12 Any addendums sent out after the release of the bid. Should there be any, the
signed addendums will not be included in the page count;
33.1.13 Scanned copy of all documents listed in Section 33.0 in a USB flash drive. Please
note, only the items on the USB will be evaluated, therefore, all documents must
be uploaded to the USB.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 11 of 23
EXHIBIT A
SCOPE OF WORK
The City of Fort Worth is seeking proposals from qualified firms to establish an Agreement for Structural
Staffing and Efficiency Study to streamline and effective delivery of development and permitting services in
accordance with the descriptions and specifications listed in this solicitation.
1.0 DEFINITIONS
1.1 City — City of Fort Worth
1.2 Department Project Manager- City of Fort Worth employee assigned to manage the
compliance, oversight and/or administration of the contract or project for their
department of employment.
1.3 Designee - a City of Fort Worth employee assigned by the Department Contract
Manager to assist with the compliance, oversight and/or administration of the contract or
Project.
1.4 KPI — Key Performance Indicator
1.5 Price Adjustment Justification means documentation supporting a requested Price
Adjustment and showing an objectively verifiable basis for a change in price due to the
documented impact of economic conditions on labor, equipment, or materials.
Examples of possible Price Adjustment Justification include, but are not limited to, cost
indexes, and/or updated supplier price sheets. It is within the sole discretion of the City
to determine whether Price Adjustment Justification is sufficient and/or acceptable.
2.0 PROPOSER'S REQUIREMENTS IN ORDER FOR BID TO BE EVALUATED
PROPOSER shall:
2.1 Have a minimum of three years of experience in performing services similar to the scope
of work.
2.2 Have and operate a full-time, permanent business address with the ability to be reached
by email and telephone.
2.3 Demonstrate by providing case studies, that previous projects resulted in efficiencies and
were easily implemented with positive results.
2.4 Provide all documentation required on Section 33.0
3.0 GENERAL CONDITIONS
The intent of this RFP is for the PROPOSER to:
3.1 Identify stakeholder requirements;
3.2 Document stakeholder needs and expectations;
3.3 Manage requirements throughout the project;
3.4 Determine the most streamlined structure for effective delivery of development and
permitting services to the stakeholders of the City;
3.5 Provide a staffing and efficiency study for development services; and
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 12 of 23
3.6 Conduct a comprehensive operational assessment of the City's Development Services
Department. The assessment will be focused on:
3.6.1 Positioning the Department to meet current and future needs;
3.6.2 Identifying opportunities for innovation and improved efficiency and effectiveness.
3.7 The selected Proposer shall appoint one (1) person who is an employee of the Proposer
who will service this agreement and who will be the liaison between the City and
Proposer.
3.8 The Proposer shall establish the schedules of all personnel in coordination with the
Development Services department Project Manager or designee.
3.9 The City reserves the right to:
3.9.1 Immediately dismiss personnel provided by the Proposer, if City staff becomes
dissatisfied with the service or performance for any reason.
3.9.2 Reject personnel provided by the Proposer if they are found to be unacceptable
before or after starting on the task to which they have been assigned.
3.10 Proposer shall also be solely responsible and liable for the safety, injury and health of its
personnel while its contract personnel is performing their duties on City property.
4.0 SERVICES
4.1 The selected PROPOSER's assessment shall:
4.1.1 Include a comprehensive review of the Development Services Department
development and permitting services provided, whether the services should be
provided, whether they are being provided in the most efficient way possible,
resources allocated to each service area, organizational structure, practices,
training, and regulatory framework.
4.1.2 Assess innovative methods to improve operational efficiency and effectiveness.
Within the scope of the assessment, the City expects the selected firm to solicit
input from a variety of stakeholders and utilize comparison data from other like
organizations.
4.1.3 Perform a staffing assessment and efficiency review in consideration workload
analysis for the Department's current 240 personnel and assess options for
determining adequate staffing based on current and future demands while
considering anticipated growth and development patterns. This should include:
4.1.3.1 Appropriate staffing levels, work schedules, shifts, organizational and
management structures, and associated job families necessary to
perform the work;
4.1.3.2 Consolidation of classifications or proposed classifications in
consideration of the City's classification structure.
4.1.4 Conduct an analysis of the Department service delivery model and assess
options to improve service delivery based on current and future service
demands.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 13 of 23
4.1.5 Review and evaluate departmental onboarding, training programs and other
necessary factors to create a consistent and positive customer experience.
5.0 DELIVERABLES
5.1 Deliverable 1: Conduct a review of the organizational and hierarchical structure for
efficiency and ensure lean operations.
5.1.1 Review and evaluate the current organizational and management systems and
effectiveness of the hierarchical structure.
5.1.2 Review the current organization of the department and the duties of each division
to determine if the work is proportional, streamlined, and effectively distributed
and grouped for expediency and efficiency.
5.1.3 Review intake functions for flow and expediency.
5.1.4 Review training for intake and specifically determine if training is sufficient for
accuracy and expediency.
5.2 Deliverable 2: Conduct an organizational review of organizational structure. The
department has approximately 45 classifications and each classification and/or position
should be reviewed to:
5.2.1 Identify the need to collapse job functions; or
5.2.2 Create new classification within the City of Fort Worth Classification system while
recommending a desired supervisor to employee ratio for adequate oversight.
5.2.3 Analyze the current and recommend an organizational structure to:
5.2.3.1 Determine if employee workloads are manageable and if KPI's for
service delivery are reasonable;
5.2.3.2 Develop a workload analysis template, that can be used for both current
and future years, to determine if additional positions are needed to
manage workloads;
5.2.3.3 Provide a strategy for the employees' progression through the pay
plan/salary schedule that is transparent, easy to understand, and easy to
administer.
5.3 Deliverable 3: PROPOSER shall provide a report detailing the current state service
delivery and make specific recommendations to:
5.3.1 Improve customer service;
5.3.2 Streamline processes, cost and/or time saving initiatives;
5.3.3 Improve processes; or
5.3.4 Other identified program enhancements.
5.4 PROPOSER shall be responsive to the objectives identified in the scope of work by
providing a solution with elements that would represent significant value -add over
existing processes.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 14 of 23
5.5 PROPOSER shall demonstrate qualifications to execute the delivery of high -quality
recommendations that contribute to the improvement of Development Services
Department development and permitting services.
5.6 PROPOSER shall demonstrate the capacity to deliver the scope of work in an efficient
timeframe.
5.7 PROPOSER shall include plans for engagement of major stakeholders and demonstrate
a strong record of communications in past projects.
5.8 PROPOSER shall equip key personnel within the Development Services Department with
clear, specific and executable actions to pursue.
5.9 PROPOSER shall provide a Project Final Report documenting the life cycle of the project
The Project Manager will coordinate with the PROPOSER the media in which this
documentation must be delivered to the City.
6.0 HOURS OF OPERATIONS
6.1 Regular hours shall be:
6.1.1 Monday through Friday from 8:OOAM to 5:OOPM.
6.2 City Observed Holidays
6.2.1 New Year's
6.2.2 Martin Luther King
6.2.3 Memorial Day
6.2.4 Juneteenth
6.2.5 July 4th
6.2.6 Labor Day
6.2.7 Thanksgiving Thursday and the following Friday
6.2.8 Christmas
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 15 of 23
ATTACHMENT - A
CONFLICT OF INTEREST DISCLOSURE REQUIREMENT
Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who
contracts or seeks to contract for the sale or purchase of property, goods, or services with a local
governmental entity (i.e. The CITY of Fort Worth) must disclose in the Questionnaire Form CIQ
("Questionnaire") the person's affiliation or business relationship that might cause a conflict of
interest with the local governmental entity. Bylaw, the Questionnaire must be filed with the Fort
Worth CITY Secretary no later than seven days after the date the person begins contract
discussions or negotiations with the CITY, or submits an application or response to a request for
proposals or bids, correspondence, or another writing related to a potential agreement with the
CITY. Updated Questionnaires must be filed in conformance with Chapter 176.
A copy of the Questionnaire Form CIQ is enclosed with the submittal documents. The form is
also available at htti3://www.ethics.state.tx.us/forms/CIQ.Ddf.
If you have any questions about compliance, please consult your own legal counsel. Compliance
is the individual responsibility of each person or agent of a person who is subject to the filing
requirement. An offense under Chapter 176 is a Class C misdemeanor.
NOTE: If you are not aware of a Conflict of Interest in any business relationship that you
might have with the CITY, state Vendor name in the # 1, use N/A in each of the areas on the
form. However, a signature is required in the #7 box in all cases.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 16 of 23
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing busMss trtrlth local governfmntal enilty
1'is *wmionrraire z8figo s changes rode is the Itttr by REEL 23, 64ih La¢, Regular Sassiom I OFRCEMEONLY
11tiIF o- i-,i:1Nu1M iL 1114q to acogt�ll" will � 176, 1.00W QOrNmiuir C'ado, UY a gondrr who ,� Ii�,u Md
has a als iess ratKliniti t 9s Winad bf SWAM t7 IMI Ii -e} wit it ldrai g Varinte kW NdUV WO the
vendor meet; Tag ilarounk under 5wi;lJon T75.91)6 i.
By Im to queshottrrMry tiamt be ftd wa the ramp f /la /:.:... , oInml gararnwniai Bratty roof later
tlrtrrl toil7M business daymHoF ft da1Q to vendor buoomes grim d t* Ow raqum iha i;#avr e" to be
111ttd. SM 503110n T f6.LaU5{a,1). LOCI GCWWTWrWN* 10000
AmoJor uorrrinlit m alwrr6ri 4towonder kmwwrfr vk4@G5 S2cim 176.MG. Local Gtxarnment Cade An
el+latll� uww flrii tlaitC M is a aitldatllltGM
IJ Nano CCVWPdorvahoh=zbusinns`s r*dkWISMP with rocar giawernmerrtat entity
Chi+cilt Hilo Moat ti you am filar g al, updalo to a pra-W iousty IiYfd q LW allonrulra. Ma low raqurm 1W you lao an LipEkM
oDmpMt rd questionmoko with the apprnpnaw filing aul[rDnty fool Fate[ inan 1tw 7trt business day altar rkre date on wftich
you becamo arrora out tha aagIrlalr7 Mad gLWbormalf& was gncarnpmta or mamwato.�
J Nam at IwW govemnwal ofiicur ohow whpm Rho 1 rrfvrmatlpn is being &vclrxa d.
Nam & cftr-Ee!
045cribe each ornploynwni arflihto-r busdnaas rottstlanshipwilh the Fatal govarrlmem olfkgr. or a lamily mambvr ar 1ho
*lifter, an de-seflwd by Sli�ctGon Also d2scrih* Iny fAmlly t¢latraitshtp with th* 1irral ge!iarnnLkm otticar.
Cornpl$te sui32nrts A and B lor4xh wI or b"r*s5 mlationahip described Altai b additional pis to this Form
CIO bs . ..
A. Is ttw local VNm morti olkOr or a rUMW FnamGar Of thv QlTiz�W FVGWva or 1*41Y t4 rvcan+Q I&Labia awxmo.
athar ,clan iriv*stmarlt wrra, from Um varrke
Yas F] NZ
E- is th9 verKiw rocairtng of I&dy to tacarvo taxable income, olhar dtan Irweit want incoma, from m ai th a dr. action
of tole kma3 gwemm rit otfxw or a fainiiy memtw of the offiiaerAND the taumble income is not recenred " the
local goYgtnrr*ntpl prilm?
0 V" Q "o
Deserlile oach . t of business mlationship thal thavondlnt nArrwdl m SaNtan 1 mruntains with a carporauon or
other bt npss eni ity w#h ms}*cl to which the local governawnl ctfiicer semGs as an officer or director, cr holds an
atirrrarahip inkorval al orw parcorlt or more.
J
171 Cmck m n t*x rt mA van" has gNan the kml govoinimera aticw or a iarniy mmilb rd ftolAtsar Otto of mama r1
as deed in Section 176.003(s}(2gM, exchang grtu dawfiltad in tic m 171iL0n(a-1j.
II
NOMMI DI VW= ODrrg 11.GrOS5 WV1 1r1e , . � . I
Farm piarkladbl Taeraa LJirs C mmlasm wrrw.am,ca.atala.tlt.uo ItWANd 1.114W
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 17 of 23
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local gov-ofrrmi�ntal entity
A fomplae copy at Chaplar 176 of the Local Gowemmant Cofte rstay be found at http1Mrww_slatxrle5_Iagrs_slata_tx_uV
Doc%1Uhtm'Le 176.htM. For easy relarence, below are some of the sei;Ouns cited on lfus fern,
Local Gove rnratent Code 6 176.001 {f ;-Owriess relatrort5tup" means a cowwc ion between two or more parties
teased an conunetciar arv'trwry of Dne el the parties. The term does not irrclmlea miriDection based orr:
IAI a transactor that is subject to rate or fee reguUnenby a fecteral, state, or hnccal goaernmer(w entq of an
4gB" Of 0 r2d9rat, gilts. Or Wal gOweMr"erlt* 1W ity-,
1 Bj a 1rarLsaction conoucxed at a price and subject to teirms avakWe to the pubic; or
ICI apurchase co tease of gows Or services tram a person that is chartered by a state or faderat agency ane
11W iS subMd to regular examination by, and rftortiit 1u. Thal agency.
Local GodveffmwntCode It 17C.MMa 2 A! and (M-
I$) ,4I" gotremmant CMC�Ir shhall ilia a cocrrlIGis CF Cla5ute s1810MV iwAtr T* pKl Io a Venow 111:
(2I 113e vendor
(A) has an amploymmt or other lnugineSS r al al]Oil eAIP wnh the Incal gouarnment ofhcat or a
famiV memtw of the orker that results to the Dicer OF famityr member receiving taxable
income, other than [nvesmrrtent income. that exceeas $2.500 curing the 12-month Derrod
ptaceding the dale that aware that
11t a COUtfaCl i)Rhften 11'te IOCeI gWJ!FF1MRntal entity 8ndvendor has been exKuW'.
er
;trl tm beat gowamm mal enmy m cmis4erLng entertat,g rf1t+5 a contract with the
wader.
(0) hssYtwent0tnel0DW6-. : otrrcaroratamgnwmberot#teuMceronelDFnwregins
that have an aggregate value cd mar$ than $100 in the 12-month penod preaadkq the date the
c0r'k beoorrles aware that:
0) a c P1ruct between Me local governrTr mal eWfty and vendor has beerr executed; or
(ii) the local glavemmental eutity is considering entering into a ocniractwm the vemor.
Local rode A 176.001RO) and (801
(al A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with local (awernmanlal Gotlty and.
(1) had an employmerft or other bu5lrras5 relrittonstup with a Igcal gvVr WrlM0nl aiflaer of 114141 lor~at
govern mentaferttrty, ora family memtaerof the d1ker.descrbedbySecnon 176.003(a){2)[A1;
(2) hm gavan a local government officer of that locale gnvernmanw enilty, or a family rnerrtner of the
oftw. One or more grits w4h the aggF"W Value Spec if W by SBCWn 176.003t81{2 iK excfudl ng any
gift denxfted by Section 176,003{a-1 ) s or
(3) has s Tammy relationship with a mat government officer at that local gaverrunenlat entity.
ja 1l Thi?Crarrkpletad cr3rlflrct Of urWtaS1 gosbpnnalrgmuSl t)e rlledWitrl tt * aplxiaj reate raCOrds AdrniniMralOr
not later Man the seventh bustness day after the later of,
11 r the dame oral tl'If: vendor -
(A) begins cllscusstons at nagotr$lions to oMi;r In#* a owTW +rF0 the tacal governmental
entity; ar
(6) abrtistomeaacaigmernmentalentityanappiicabw_responsetaarequestfofproposals
Or bids, rxrra4xmwR�me, or anolhef writing telalw to a potentkal aatttwt win via locet
q(Nen9nn1lreW 9ntityI Or
(21 the date the vendor becomes aware'
(A) of an emp"nt m mat buslrress relatranshtp wtlh a Idcal go,remment olrtcef, or a
faMl. + member Of R* plt3per, deKFrbed by Svt 5Ktlon (at,
I'S) that fhe vendor has givtm One or more gitCs described by Subset on fa) ; or
(C) of a family relationship m1h a Ioc.argovernrnent QI cm.
Farm prrx4JDO Gy Tiwxae EtNa Gonniokm www.fllhrCF Ltv3fl.lx us fo wgye V r #1
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 18 of 23
ATTACHMENT - B
PROPOSER CONTACT INFORMATION
Proposer's Name:
Proposer's Local Address:
Phone: Fax:
Email:
Name of persons to contact when coordinating services:
Name/Title
Phone: Fax:
Email:
Name/Title
Phone: Fax:
Email:
Name/Title
Phone: Fax:
Email:
I hereby attest that all information provided in Attachment — B has been completed to the best of my
knowledge, truthfully.
Name: Signature:
Title: Date:
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 19 of 23
ATTACHMENT — C
PRICE SCHEDULE
This sheet will be used to evaluate costs and pricing. This sheet must be in a separate sealed envelope
inside the main package marked "PRICING." Please do not include pricing within the bid response
documents whatsoever.
The price proposal asks for details concerning the components of the pricing that goes into each vendor's
overall proposal. Understanding the level of effort and cost for each service helps the City to better
understand the structure of the proposed work. Note that the City may choose to purchase some, all, or
none of these components
Proposer may include any additional services and fees. However, pricing for this RFP will only be
evaluated for the cost of items listed on Section 1.0 below.
1.0 Price Schedule for services provided during regular hours of operations as defined in Exhibit A,
Section 6.0, subsection 6.1
UOM
Deliverable (*) Quantity (Unit of Price (**) Calendar Days to
Measure) Complete Deliverable
Deliverable 1 — Per Exhibit A, 1 EACH
Section 5.1 Page 14
Deliverable 2 — Per Exhibit A,
Section 5.2 Page 14 1 EACH
Deliverable 3 — Per Exhibit A,
Section 5.3 Page 14 1 EACH
Total Project Price
(*) Vendor shall describe in a separate sheet all the different activities and tasks under each deliverable.
(**) Vendor shall include all associated costs necessary to complete the deliverable.
2.0 Additional Services - The Proposer may also provide optional services, please specify each
service type. Use a separate sheet if necessary.
Description Price (**) Calendar Days to Complete
Deliverable
Name: Signature:
Title: Date:
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 20 of 23
ATTACHMENT — D
DEVELOPMENT SERVICES DEPARTMENT ORGANIZATION CHART
The Development Services Department organization chart is attached as a separate document
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 21 of 23
ATTACHMENT — E
DRAFT VENDOR SERVICES AGREEMENT
The draft vendor services agreement is attached as a separate document
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 22 of 23
ATTACHMENT - F
DOCUMENTATION CHECKLIST
*Proposer shall complete the below to aid in responsiveness*
Refer to Section 33.0 for more information on the below required documents.
Document Attached? Yes/No Paae Number(s) of
Answering No to the below will Bid Response
result in the bid being deemed *Bidder will need to
non -responsive* number each page
of their proposal. *
r
completed and signed Request for Proposals (RFP)
over Sheet
�A completed Document Checklist, Attachment F
P
ocumentation to satisfy the firm's compliance with
ection 33.1.3
Three Letters of reference similar to the scope of this
P. Please refer to section 33.1.4
Please provide three (3) examples of previous clients
who are similar to the City in which you have provided
this service and product for. Please refer to section
33.1.5
PFirm's project approach and methodology to provide
services. Please refer to section 33.1.6
Documentation to satisfy the firm's compliance with
Section 33.1.7
rRequirement,
completed and signed Conflict of Interest Disclosure
Attachment A.
�completed and signed Proposer Contact Information,
ttachment B.
A completed and signed Price Schedule, Attachment C. Separate Sealed
Envelope labeled
"Pricing"
Any and all exceptions to the RFP must be listed on an
item -by -item basis and cross-referenced. If there are no
exceptions, the Firm must expressly state that no
exceptions are taken.
�ny addendums sent out after the release of the bid.
Scanned Copy of all required documents and electronic
iles saved in an USB flash drive/thumb drive.
RFP 23-0055
Structural and Efficiency Study for Development and Permitting Services
Page 23 of 23
b BerryDunn
TECHNICAL PROPOSAL
City of Fort Worth
Structural anaS.L -
FWD 23-C : -
berrydunn.com
BerryDunn
2211 Congress Street
Portland, ME 04102-1955
207.541.2200
Kevin Price, Project Principal
kprice@berrydunn.com
Fred Turnier, Project Manager
fturnier@berrydunn.com
Proposal Submitted On:
April 27, 2023 by 1:30 pm CT
`able of Contents
I-
Cover Sheet............................................
......._..................._........i
2.
Document Checklist.. .....................
......................_............._ii
3.
Summary Letter.........................................................................................................
i
4.
References....- ..............
......................... 1
5,
Previous Clients ............. .
..,....................-..........4
6-
Project Approach and Methodology... ............................. ................. ................................9
7-
Firm Qualifications. .......... ............ --•...........................................................................16
8.
Attachment A- Conflict of Interest...................................................................................17
9.
Attachment B. Proposer Contract Information
......................................................._..........18
10-
Attachment C- Price Schedule ....................
..... __......................19
11.
Exceptions... . ... .................................................................................
.................. ............ 20
12-
Addendums.................... ............... .............................................
................. ................... 21
AppendixA. Resumes.................................................................
.............................................22
bBerryDunn Table of Contents i i
I. Cover Sheet
FORT WORTH
PURCHASING DIVISION
RFP Cover Sheet I
REQUEST FOR PROPOSALS (RFP)
for
23-0055 Structural and Efficiency Study for Development and Permitting Services
Issued: Wednesday, April 5, 2023
PROPOSAL SUBMISSION DEADLINE: Thursday. April 27, 2023 by 1:30PM Local Time
NO LATE PROPOSALS WILL BE ACCEPTED
PrODosal shall be delivered/mailed to- Legal Name, d/bla and address of Proposer
submitting the Proposal:
The Sr- Purchasing Manager
City of Fort Worth
Purchasing Division, Lower Level, City Hall,
200 Texas Street, Fort Worth, Texas 75102
Note: Return this Cover Sheet with the Proposal
Pre -Proposal Conference will be held in person:
1:30PM (CST) on Tuesday, April 11, 2023
200 Texas, Fort Worth, TX, 75102 --
Development Services Conference Room —
Northeast Corner, Lower Level, Room #LL1201
The Proposer will be able to access by video
conference via WebEx, please refer to Page 5,
section 8.3.2 for details.
For additional information/clarifications regarding
this RFP, please see Section 5.0.
Assigned Buyer: Maria Canoura
FMSPurchasinQ Re soonses,r�fortworthte xas. gov
Berrv, Dunn. McNeil & Parker, LLC (SerrvDunn)
2211 Congress Street Portland. Maine 04102
Authorized Person: Kevin Price
'Title: Princioal
Signature: �11 .-
Contact Person dame: Kevin Price
Phone: (207) 541-2379 Fax: (207) 774-2375
Email: korice0berrvdunn.ccm
Bidder/Supplier ID with City of Fort Worth/ Federal
tD Number (TtN): 01-0523282
Will contract be available for Cooperative Agreement use? (See Section 29) Yes X No
• PDF or Adobe or electronic signature is acceptable on this RFP cover page. The Authorized
Person, by his/her signature, represents that he/she is submitting a binding proposal and is
authorized to bind. By signing and submitting, acknowledges that he/she has received and read
the entire document packet, including all documents incorporated by reference, and agrees to be
bound by the terms therein-
• Proposals must be received in the Purchasing Office by 1:30 P.M., "Proposal Submission
Deadline" AND TIME STAMPED PRIOR TO THE 1:30 DEADLINE IN ORDER TO BE
CONSIDERED. Late bids will be returned or destroyed-
• Proposals must be submitted in a sealed envelope WITH THE RFP NUMBER, RFP TITLE AND
PROPOSER'S LEGAL NAME WRITTEN ON THE OUTSIDE OF THE ENVELOPE. In case of
courier, it should be on the outside of the courier's shipping envelope.
• Bids will be opened and read aloud publiciy at 2:00PM in the Council Chambers.
RFP 23-0055
bB e r r y Q u n n Structural and Efficiency Study for Development and Permitting Services Cover Sheet I i
2. Document Checklist
ATTACHMENT-F
DOCUMENTATION CHECKLIST
*Proposer shalt Lbi),prete the below to aid in responsiveness*
Refer to Section 33.0 for more 1116iffibboh an the below required documents.
Document ? Page NumberLJW
Answering No to the below will Bid Resnonse
result in the bid being deemed *Bidder will need to
non -responsive" number each page
of their proposal. *
completed and signed Request for Proposals (RFP)
ever Sheet
completed Document Checklist, Attachment
Documentation to satisfy the firm's compliance with
erection 33.1.3
Three Letters dt refer-dnCe similar to the scope oTthis
3FP. Please refer to section 33.1.4
Please provide tnred (3jt�xampldgof previous dill01ds
o are similar to the City in which you have provided
his service and product for. Please refer to section
3.1.5
Firm's project approach and methodology to 0i&i_de
services. Please refer to section 33.1.6
to satisfy the firm's compliance with
:ctlRn n
completA a& gldi16d Conflict of Interest_ Disc.16t are
Bquirement, Attachment A.
complMed and signed Proposdf Untact 11110rmat of n
A completed and signed Price'lchedule, Httacnmeftt t;,i
Any and all exceptions to the RFP must be listed on an
tem-by-item basis and cross-referenced. If there are nol
xceptions, the Firm must expressly state that no
exceptions are taken.
Yes
Yes
Yes I iii - vi
Yes
t�s
Yt�
Yes
Yes
Yes
Yes
Yes
1-3
I
4-S
9-15
` 16
17
18
Separate 5 d
ErIVM06,pd fld ed
"Pricing"
' 20
Any adderlbums sent out after the release of the bid.
Yes ` 21
Scanned Copy of all required documents and electronic —
files saved in an USB flash drive/thumb drive. Yes '
bBe rry Du n n Structural and Efficiency Study for Development and Permitting Services Document Checklist I ii
3. Summary Letter
April 27, 2023
City of Forth Worth Purchasing Division
Attn: Sr. Purchasing Manager
200 Texas Street, Lower level
City Hail, Fort Worth, Texas, 76102
To Whom It May Concern:
Berry, Dunn, McNeil & Parker, LLC (BerryDunn) is pleased to submit this technical proposal in
response to the City of Fort Worth's (the City's) Request for Proposals (RFP) No. 23-0055 for a
Structural and Efficiency Study for Development and Permitting Services. With deep experience
providing business process review, operational assessment; and improvement
recommendations development services, we are very interested in serving as the City's partner
on this initiative and hope for the chance to support the City in determining the most streamlined
structure to optimize operations and deliver effective development and permitting services to the
City's stakeholders.
BerryDunn is a nationally recognized independent management and IT consulting firm founded
in 1974 and headquartered in Portland, Maine_ We have experienced sustained growth
throughout our 49-year history by delivering a high level of service to clients in all 50 states --
including dozens in the State of Texas (the State) —Puerto Rico, and Canada. Our Consulting
Services Team has been serving state, local, and quasi -governmental agencies for over 30
years, and we have more than 300 consultants with broad specialization across local
government. Our team members bring extensive project experience conducting work for more
than 400 state, local, and quasi -governmental agencies, bringing valuable perspectives to every
engagement. Our firm provides a full range of professional services that supports our ability to
complete tasks outlined by the City.
Proposing as the City's dedicated project partner, BerryDunn's Community Development and
Utility Operations (CDUO) Practice focuses on municipal and county regulations, processes,
fees, and systems related to development, permitting, zoning, inspections, planning, code
enforcement, land management, work order, and asset management functions. Our CDUO
Practice is led by American Institute of Certified Planners (AICP)-certified planners with
firsthand experience leading municipal planning and development services departments. We
proudly tailor our projects to recognize the work our clients do every day. We care about
what we do, and we care about the people impacted by our work.
At BerryDunn, we believe in the synergy that accompanies a team approach and the careful
assembly of a specialized project team. As such, the City will find that the project team
members introduced and highlighted below and an the following pages bring the appropriate
bBerryDunn Summary Letter iii
skills and necessary knowledge to deliver the City's requested scope of work efficiently,
effectively, and successfully. We furrher expand upon our project team members'
qualifications in the resumes provided in Appendix A.
Kevin Price, MPP, PMP'`', Proscil CCP i Project Principal
(-Y 1 Kevin is a principal in our Local Government Practice Group. He leads our CDUQ
Practice, assisting local government clients with business process improvement,
fee analysis, system selection, and implementation projects. A certified Project
Management Professionals, Kevin has extensive experience in assessing the business needs
and processes of municipal clients for permitting, inspections, planning, code enforcement, and
land management functions. Kevin is also a Lean Six Sigma Green Belt, allowing him to
continuously define, measure, analyze, improve, and control projects and environments for his
clients -
As the project principal, Kevin will:
• Have overall responsibility for the services we have proposed to the City
• Heip ensure the commitment of our firm and appropriate resource allocation
• Review and approve all deliverables in accordance with BerryDunn's quality assurance
processes
P:er►'r!tfniee MOA ATO pr,-� rf� ri'P r -,.�:E •! R,,.,
Fred is a manager in BerryDunn's Local Government Practice Group and often
Ap serves as a project manager on engagements led by the CDUQ Practice. He is an
AICP-certified former community development director and city planner. He has
more than 25 years of experience working with local government agencies on projects related to
business process improvement, fee studies, cost -recovery analyses, policy analysis and
development, and system design and implementation. He has provided similar services to the
numerous organizations in the.
As the -.�- r , - Fred will:
• Serve as the City's primary point of
contact
• Build and maintain a productive
relationship with the City
• Lead our work and perform day-to-day
project management and staff oversight
• Lead the development of project
deliverables
Maintain the Project Work Plan and
Schedule
Contribute to assessment and analysis
activities
Develop recommendations and deliver
a final summary presentation
Khara tictaos. AICP. MCRP I L-I,J B!SWOt-7- a,.
Khara is a senior consultant in BerryDunn's Local Government Practice Group and
f often leads analysis and recommendations development activities on engagements
P
led by the CDUD Practice. She is an AICP-certified planner with over 13 years of leadership
bBerryDunn Summary Letter I iv
experience and 20 years of planning and community engagement expertise. Khara has led
various departments in planning and land use services, economic development, code
enforcement, and inspections services, most recently as the Director of Development Services
for the Town of prosper, Texas, and as Director of Planning and Land Use Services for the
Town of Glastonbury, Connecticut. She offers a unique and critical skillset to every initiative in
which she participates, and specializes in planning and implementation, leadership, and process
improvement. Khara is a proud resident of the northern region of the State, located within
an hour of the City.
As the lead business analyst and SNir Khara will:
Contribute to the development of project
deliverables
. Lead the review of information collected
from City stakeholders
• Facilitate interviews with the City's
stakeholder
Alison T-obeli MA. I ?,Pie.ss an.a,y3r
• Develop recommendations to improve
customer service, improve business
processes, create efficiencies, and
enhance programming
Contribute subject matter expertise
when and where it will most benefit the
City
Alison is a consultant in BerryDunn's Local Government Practice Group and often
contributes to research and analysis on projects led by the CDIJO Practice. Her
work is guided by her passion for helping others. Her consulting experience lends to this desire
and has afforded her the opportunity to help clients connect with stakeholders; to assist clients
in preparing for conventions; and to better understand the current markets and competitors. She
cares about what she does, and she leverages her skills in every situation to better assist
clients.
As the hus(nsss ana'vs" Alison will:
Contribute to the development of project . Support interview facilitation and
deliverables document outcomes
• Help review information collected from Support recommendations
City stakeholders development activities
41 Develop and maintain customized Contribute subject matter expertise
project website for the City via Social when and where it will most benefit the
Pinpoint City
Sondra Hathaway, MBA, Prosci CCP I HR and Change Management SME
Sondra is a senior consultant in our Local Government Practice Group. She brings
extensive experience in strategic human capital planning including organizational
development, performance management, workforce planning and staffing,
employee relations and engagement, and learning and development. Sondra has led
organizational change and strategic planning at municipality -wide and departmental levels,
facilitated public engagement, implemented service improvement initiatives, presented at the
bBerryDunn Summary Letter I v
Arizona City Manager's Association annual conference, instituted continuous improvement Lean
philosophies and practices at multiple organizations, and was the founder of a community for
municipal resource sharing. She is also a Prescil Certified Change Practitioner and board
member of our internal Change Management Community of Practice. With 20 years of strategic
public sector HR experience, Sondra brings firsthand insights related to serving in associated
leadership roles, as well as leading the restructure of an HR department to business analyst
model. Sondra is a proud resident of the northern region of the State, located within an
hour of the City.
As the HR and change management SME. Sondra will:
Review HR internal policies and
procedures, performance measures,
work management metrics, and relevant
studies
• Facilitate interviews as appropriate
• Help develop an Organizational and
Hierarchical Structure Report
Advise on classifications within the
City's classification system
• Contribute to workload analysis and
organizational structure
recommendations
Contribute to recommendations
development
As a principal in our Local Government Practice Group, I am authorized to bind BerryDunn to
the commitments made herein. Our proposal is a firm and irrevocable offer valid for 180
calendar days from the proposal deadline of April 27, 2023, If you have any questions
regarding our proposal or updates during the evaluation process, please consider me the
primary point of contact for this engagement and feel free to contact me directly.
Sincerely,
Kevin Price, MPP, PMPO, Prosci[8 CCP
Principal Community Development and Utility Operations Practice
2211 Congress Street, Portland ME 041,02
207-541-2379 1 kpricea@berrydunn.com
bBerryDunn summary Letter I vi
4. References
OFFICE OF THE COUNTY ADMINISTRATOR
COUNTY OF SONOMA
sys pCh+nvnsr�aripN oRn+E-ROOM I
SANTA Rasa CALWOF;xu, 954M-28ae
TELEPHONE rMi 665-2431
FAX [M7j 565.377$
April 24. 2023
or.-m r..un .�swarv.w
6,4aiutn 1,{�
orr.rn r .un wraarr.m.
CIrR: MRUM FR
P.IrsL Gn u_e KSC.
Senior Purchasing Manager
City of Fort Worth
Purchasing division. Lower LeveS, City Hall
200 Texas St.
Fort Worth, TX 76102
RE: PerrnitSonoma Management Review Services -.tune 2022—March 2023
Dear Senior Purchasing Manager.
The Sonoma County Administrators Office recently contracted with BerryDunn to per'orm
management review services for Permit Sonoma, the County's consolidated land use planning
and development permitting agency, which reviews, permits, and inspects any land development
or construction in the unincorporated area of Sonoma County. The goal was to evaluate Permit
Sonoma's programmatic. operational, and organtr*lonal effectiveness to identify hest practices
and opportunities to maximize current resources, improve process, ano enhance customer
service delivery, The approach involved a thorough analysis of service delivery, organizational
structure assessment, operational assessment and cost recovery analysis, best practice and
benchmark analysis, and final recommendations.
The County's satisfaction with and recommendation of the firm is "(5) highly satisfied and highly
likely to reoommend,' Should a similar opportunity arise in the future, we would be highly likely
and s rongty inclined to use Beryl7unn again. The management review was complicated and
fraught -With competing perspectives, and the Berry punn team remained professional, flexible
and responsive throughout the projec,
Please 'eel free to contact me with any questions at (707) 565-1739 or uvonne.snu( sonoma
eauntv.oro-
Thank you and good luck with your project!
Regards,
�2
Yvonne Shu
Principal Analyst
bBerryDunn References I 1
VILLAGE OF SCHAUMBURG
— �a;s>urwrx� r�:•tty�=ttr•�rr�rrh.,
April 26, 2023
The Sr. Purchasing Manager
City of Pon worth
Purchasing Division, Lowe' Level, Clty Hall.
200 "`exas 5treeL Fort Worth, Texas 76102
Dear Senior Purchasing Manager:
RE: Permitting and Inspections ❑perational Study and Permitting System Selection Mafch 2021— May 2022
The Village hired Be-ryDunn to assist with a permitting and nspectlons aoerational stjdy of the Community
Development Departmenr. ThP focjs of this project is to evaluate and provide recommendations far improvements.
management Structu-e, staffing, cperat: 0ris, technology. and Internal systems against industry oast practices and
comparable local communities. We also requested that 3erryDunn assist with the selection process for a new
Cnmrnuniry ❑eveJopment Department perm ltt€ng system.
The Village Sal isfactian with and recommendation of BerryOunn is five '5) being h+ghiy satisfied and r: agh y
recommended. We would highly 1.4ely use 9erry0unn aga"n.
F you have any questions, please 'eel free Lo reach out to me at (8471 923-3867 or emaII me at
Thank you,
Julie Fltzgvr
Di rector of Community Deve lopmant
Community Development
IX Schaumburg Court • Schaumburg, IL H193-1899 • ,547; 923-4420 • Mv.schaumpurg.com
bBerryDunn References 12
While we received confirmation from additional clients to provide letters of recommendation. we
were unable to coliect them prior to being required to submit our proposal. We would appreciate
any flexibility the City can provide In sharing these letters, whether allowing us to submit them
electronically once received or accepting the following reference information and testimonials
below instead.
0.-1r:-7r* rnforrnotion Foe- ALTU)CIor+cr}
Below, we share contact information for additional clients who can provide a firsthand account
of the value we offer on similar engagements of scope, size, and complexity.
A( City of Leander, Texas
Robin Griffin, Executive Director of Development Services
512-528-2763 1 rgriffin@leandertx.gov
Travis County: Texas
s Anna Bowlin, Deputy Director
512-854-7561 anna.bowlin@traviscounty.gov
estirrtiorr,oi
Below we present testimonials for two clients who express their satisfaction with the BerryDunn
team and the services we offer on similar engagements.
"The City of Philadelphia hired BerryDunn as a planning consultant for two Streets Department
projects. BerryDunn's staff applied valuable industry and government knowledge to produce a
requirements package that hit all expectations and added significant value to the projects."
Jon Malcarney, Project Manager
City of Philadelphia
"BerryDunn has worked with us for several years and is knowledgeable about our structure and
culture. Their team is strategic and thoughtful, and they listen to understand our needs and goals -
They are also flexible when the project scope needs to change and have worked collaboratively
with the City on modifications and new tasks that would add value to the City's projects.
BerryDunn consults with an incredible amount of energy and enthusiasm for the work. They are
excellent facilitators and strategically work to achieve the best outcomes possible. They are
system thinkers about how to approach a given topic, so that the final products are well -
constructed, realistic, and viable."
Cheryl Twete, Cornrnunity Development Director
City of Beaverton, Oregon
b BerryDunn References 13
5. Examples of Previous Similar Clients
To demonstrate our relevant experience and the quality of our past work, we highlight several
projects of similar size and scope for previous clients. Each client can speak to our teams
expertise, proven methodology, and effective project communications, and we are happy to
provide contact information for any of these projects upon request.
Management Review Services
F The Sonoma County Administrator's Office selected BerryDunn to conduct a
management review of Permit Sonoma, the County's consolidated land use
planning and development permitting agency responsible for reviewing, permitting, and
inspecting land development and construction projects in the County's unincorporated area Our
team analyzed service delivery, including customer service culture; conducted an organizational
structure assessment, operational assessment, and cost recovery analysis; conducted best
practice and peer benchmarking research and analysis, and developed and presented
recommendations for improvement.
Consultation Development Review Process and Fees
IF " Travis County contracted BerryDunn to conduct a review of Development
'rE �Er Services' management processes and fees. Development Services is a division
of the County's Transportation and Natural Resources (TNR) and reviews all applications for
development in unincorporated areas of Travis County. The County sought a consultant who
could review the existing development review and permitting processes to identify opportunities
to facilitate a more cost-effective process that is within the statutory authority of the respective
governmental authorities. The County also requested a fee recommendation to recapture the
costs associated with the development process and services and recommendations for
management best practices regarding the regular review and updates of fees going forward. To
complete the County's desired scope, BerryDunn led business process review services to
capture the current state, gather input on the desired future state of processes as welt as
identify cost of service and provide recommendations for more efficient fee structures. Our
approach included business process mapping, a user fee study, and robust external
engagement components that involved both internal stakeholders and external community
partners. Our team has been able to stay on schedule and is in the process of assessing the
County's cost of service and will be presenting a final report to the Commissioners' court in the
next three months. There have been no contract amendments or change orders, and the project
remains on budget.
bBerryDunn Examples of Previous similar Ulents 14
. City of Leander Texas
Development Process Review
The City of Leander engaged BerryDunn to solicit feedback from the
development community regarding its services, review development service
processes, prepare a strengths, weaknesses, opportunities, and threats
(SWOT) analysis based on industry best practices and community feedback, and provide
recommendations. Areas of focus include plan submittals, design standards, design and
engineering review, permitting, inspections, code of ordinances, and closeout procedures.
Our prior experience includes working directly with development services, community
development, planning, permitting, land management, and building departments. Therefore, we
understand the complexity of the services the City provides, the stakeholder groups, and the
systems and processes that support the delivery of services to customers. Table 1, below and
on the following pages, presents highlights of our relevant experience for the City's review.
Table 1: Planning, Community Development, and Building Experience Highlights
Client
Work Performed
Dates
MUNICIPALITIES
Cityof Attleboro, MA
Development Review Process Improvement
1112021 — 0612022
Services
City of Bangor, ME
2022 Comprehensive Plan
1212021 — present
City of Beaverton, OR
Community Development Department
0912019 — 0112020
Organizational Development
City of Beaverton, DR
Electronic Permitting System Consultant and
0112019 —present
Implementation Project Manager
City of Boca Raton, FL
Community Development System Selection and
07/2017 -- 03/2023
Implementation Assistance
Cityof BostonMA
,
Business Process Mapping and Improvement of
1212010 — ❑$12020
Right -of -Way Coordination and Management
City of Bozeman; MT
Community Development Fee Review Study
09/2020 — 04/2021
City of Broken Arrow, Community Development, Asset Management,
OK and Utility Billing System Implementation 07/2019 — 08/2022
Project Management
City of Detroit,
Michigan Software Management 08/2019 — 09/2020
bB e r r y B u n n Examples of Previous Similar Clients 15
Client
Work Performed
City of Fernandina
Building Department Fee Study
Beach, FL
City of Fredericksburg,
System Consulting Services
VA
As -Is Process Diagramming and Improvement
Recommendations for Plan Review Processes
City of Frisco, TX
Electronic Plan Review (EPR) System Selection
and Implementation Oversight
City of Gainesville, FL
Building Permit Fee Study
City of Gainesville, FL
Fee Schedule Redesign
City of Hillsboro, OR
Permitting and Planning Software Consultation
City of Homestead, FL
Workflow and Comparative Fee Analysis
Community Development Permit Software
City of Irvine, CA
Needs Assessment, Procurement Consulting
Services, and Implementation Project Oversight
City of Largo, FL
Permit Fee Study
City of Leander, TX
Development Process Review
City of Philadelphia,
Municipal Street Addressing Process Review
PA
City of Philadelphia.
Philadelphia Water Permit Tracking
PA
Replacement System
Building Inspections Process Improvement
City of Plano, TX
Project
City of Plano, TX
City of Puyallup, WA
City of Richland, WA
City of Rockville, M D
City of Scottsdale, AZ
Development Services Software System
Selection Project
As -Is Business Process Diagramming for
Community Development Functtons
Community Development Business Process
Review
Community Development Business Process
Mapping, Analysis, and Training
Planning, Permitting, and Code Enforcement
System Selection
Dates
04/2020 - 02/2021
0112017 - 05/2017
05/2018 - 12/2022
01 /2021 - 06/2021
11 /2021 - 0612022
08/2021 - present
11 /2015 - 0712017
08/2020 - present
03/2022 - 02/2023
01 /2022 - 11 /2022
08/2015 - 1212015
05/2019 - 02/2020
1112021 - 04/2022
01/2022 - present
02/2020 - 10/2022
11/2020 -- 0212021
07/2018 - 03/2019
0612022 - present
bB e r r y D u n n Examples of Previous Similar Clients 16
Client Work Performed
City of Tucson, AZ
Permitting System lmpiementation; Cast -of -
Service Study; and Fee Schedule Redesign
City of Tucson, AZ
Planning and Development Services Vision
2024 Strategic Planning Project
City of Wilmington, NC
Community Development system
Implementation Project Management
Town of Falmouth, ME
Comprehensive Plan Update
Town of Longboat
Comprehensive Fee Study
Key, FL
Town of Mountain
Comprehensive Plan Update
View. CO
Dates
1212018 -- 01 /2021
03/2022 — 07/2022
07/2021 — present
0212019 — present
10/2022 — present
0812018 — 03/2019
09/2022 — present
Town of Smithfield, RI Water Rate Study 0112023 —present
Town of Wells, ME Permitting Process Review 09/2017 — 0212018
Town of Yarmouth. Community Facilitation 1 Public Engagement 05/2022 — 11/2022
ME Services
Village of Permitting and Inspections Operational Study 02/2021 — 09/2022
Schaumburg, IL
COUNTIES
Alachua County, FL
Building and Fire Permit Fee Study
08/2022 — present
Boulder County, COCommunity
y
Planning and Permitting Strategic
0612022 —present
Plan
Clark Count WA
y'
Environmental Public Health Business Analyst
0112022 —present
and Implementation Project Manager
Dona Ana County, NM
Land Management Consulting Services
06/2021 — 01/2023
Manatee County, FL
Building and Development Services Fee Study
06/2021 — 07/2022
Maui County, HI
Needs Refinement and Permit Software
06/2020 — 06/2021
Acquisition
Community Development System Selection and
Pitkin County, CO
Implementation Assistance
12/2017 — 06/2020
Community Development Department Process
08/2021 — 11/2022
Review
Sonoma County, CA
Permit Management Review Services
05/2022 — 03/2023
Travis County, TX
Consultation Development Review Process and
12I2020 — 0112022
Fees
bB e r r y D u n n Examples of Previous Similar Clients 17
serving CI
VVrth BerryDunn, the City will be served by a firm who has demonstrated its commitment to
serving clients in the State. Notably; we have conducted numerous projects for clients in the
State and have more than a dozen employees who reside locally. Below, we outline our public -
sector clients in the State for the City's further review and consideration.
• City of Allen
• City of Amarillo
City of Arlington
City of Benbrook
• City of Burleson
• City of Cedar Hill
City of Cedar Park
• City of College Station
• City of Dallas
• City of Denton
City of Desoto
• City of Duncanville
City of Ennis
b BerryDunn
• City of Farmers Branch
• City of Fort Worth*
• City of Frisco
• City of Galveston
• City of Garland
• City of Grand Prairie
• City of Irving
• City of Katy
• City of Leander
• City of Mansfield
• City of McKinney
• City of Mesquite
• City of Midland
• City of Pearland
• City of Pflugerville
• City of Plano
• City of Sugar Land
• City of University Park
• City of Weatherford
• City of West University
Place
• Ellis County
• Galveston County
• Round Rock Independent
School District
• Texas A&M University
• Travis County
"prior work for the City was
conducted as a
subcontractor to another
firm
Examples of Previous Similar Clients 18
6. Project Approach and Methodology
Driven by its mission —to make Fort Worth the most livable city in Texas .by promoting
orderly growth and development, safe construction, and neighborhood vitality —the City's
Development Services Department (Department) offers a full range of services to support its
nearly one million residents. The Department manages and guides many of the activities that
keep the City moving forward, including permitting, inspections, zoning, historic preservation,
and more, further emphasizing the need for it to run as smoothly as possible.
Through a lens of continuous improvement and innovative thinking, the City seeks partnership
with a highly qualified consulting firm to help streamline business operations and improve
service delivery for this essential Department. The ideal consultant will:
• Review services provided and associated delivery
• Assess methods to improve efficiency and effectiveness
• Gather input from key Department stakeholders
• Analyze workloads based on current levels and anticipated growth
• Assess service delivery
• Evaluate factors that impact the Department's ability to deliver positive customer
experiences
• Review and assess the organizational structure for organizational efficiency and service
delivery improvements
With more than 30 years of experience providing similar services to local governments across
the country, we are excited at the prospect of working with the City on this initiative. We bring
firsthand insights having served the City itself on a recent project in a subcontracting capacity to
another firm, as well as experience conducting nearly two dozen organizational and process
improvement projects for planning, permitting and community development clients. We also
bring relevant certifications and prior public service, as described in our Summary fetter (in
Section 3), supporting our ability to deliver the requested scope of services efficiently,
effectively, and successfully.
On the fallowing pages, we describe our guiding methodologies and approach intended to build
confidence with the City and the Department as it evaluates its potential options for this strategic
partnership.
_e
To help ensure that project objectives are met, and initiation and completion of project work are
conducted in a timely manner, each BerryDunn project is led by an experienced project
manager who understands and utilizes project management best practices. Our Consulting
Services Team employs project management best practices from PMI�"s A Guide to the Project
Management Body of Knowledge Guide (PMBOKO Guide), Version Seven. Figure I illustrates
bB e r r y D u n n Project Approach and Methodology 19
the standards of project management as defined by performance domains and project
delivery principles that are critical for effective delivery of project outcomes.
Figure 7: Performance Domains and Project Management Guiding Principles I PMBCIC``' Guide,
Version Seven
n team
IMStakeholders
C
M
Life Cycle
-
U
Planning-
cr
—
M
E
Navrgaling Uncertaonry and Ambgulfy
4
■
Defrvery
Perfa� rriance
Project Work
Principle -Based Standards
• 5rewa+rJsrl��
Team
• Stakehobers
• Value
• Hoftfir, Thrnkrng
• UuaNPy
complexity
Stakeholders' willingness to adopt new processes and tools plays a significant role in the
success —or failure --of related projects. We have observed resistance to change in virtually all
our engagements, and we will work with you to proactively address resistance by:
• Engaging stakeholders at the right level throughout the project to build understanding for
the need for change and gain support from the people who will be using the future
solutions and who are most familiar with current processes
• Developing and executing a communications plan that considers the information needs
of each stakeholder group
• Documenting business processes and working with stakeholders to understand how
their work will be performed in the future environment
We have adopted the Prosci'�' change management methodology and trained over 1 cc
consultants to become Prosci® Certified Change Practitioners (CCPs). A central focus of the
Proscr change management approach is the belief that, for change to work in an
organization, individuals must be willing to change and understand change. Additionally,
according to research conducted by Prosci®, the likelihood of project success increases
significantly and in alignment with the level of change management focus applied to the project.
Even small increases in focus on change management are likely to have a positive impact on
project success.
bBe rr y D u n n Project Approach and Methodology 19 0
BerryDunn strives to be flexible when it comes to developing and executing an effective work
plan- We understand that no two projects are exactly alike, and our past clients have
appreciated our willingness to adapt to their needs- This mindset plays a foundational role in
how we measure the success of our portfolio of similar projects. The City can expect our
approach to offer the following key benefits:
• A methodology based on our extensive experience conducting similar projects
• Quality assurance processes that incorporate the City review and approval of all
deliverables and key mi4estones
Built-in project management and change management best practices that focus on
keeping the project on time, on budget, and progressing at a healthy pace for City
stakeholders to give input in the information -gathering process, understand
recommendations, and trust in the plans for moving forward
Below and on the following pages, we detail the tasks associated with Phases 0 — 3 for the
City's further review and consideration.
Phase 0. r:ro ect initiation ano management
0.1 Conduct initial project planning. During initial project planning, we will review our
proposed work plan and schedule, clarify goals and objectives, identify known project
constraints, and refine dates and/or tasks, as appropriate. We will also discuss our approach
to managing communications between BerryDunn and the City, as well as our approach to
scope, risks, and resource management. We will work with the City's project manager to
identify activities where the City feels that an in -person presence is required and/or will
improve stakeholder participation and adjust our travel plans as mutually agreed upon-
0.2 Develop a Project Work Plan and Schedule. Based ❑n the information gathered from
initial project planning, we will develop the Project Work Plan and Schedule, which will outline
our communication and scope, risk, resource management approaches-, include a timeline to
schedule project meetings-, and identify City project team members- The Project Work Plan
and Schedule will incorporate agreed -upon procedures between BerryDunn and the City
related to project control, including quality management and deliverable submission and
acceptance management- We will solicit and incorporate feedback on our drafted Project
Work Plan and Schedule from the City before updating it to fnal-
0.3 Provide Biweekly Project Status Updates. Throughout the project, our project
manager, Fred Turnier, will provide Biweekly Project Status Updates that describe the
activities and accomplishments for the reporting period, plans for the upcoming week, risks or
issues encountered during the reporting period, and anticipated problems that might impact
any project deliverable.
De6verat;)e 2 — gtweekfv r-
bBe r r y a u n n Project Approach and Methodology 111
Phase 1. Research and Data Collection
1.1 Develop and issue an information request. To prepare for our assessment and
analysis activities, we will collect and review materials relevant to the City's scope of work.
We will provide the City with an information request sheet to obtain available documentation
that will be helpful to us during the project. We will respectfully request that the City provide
the requested information prior to fact-finding interviews as reviewing this information in
advance will enable us to be more efficient, become more knowledgeable of the current
environment, and make best use of City personnel's time. These materials will include, but
not be limited to the following:
• Organizational charts for relevant organizational unites
• Existing review, permitting, and inspection process flowcharts, process documents,
and others related material
• Any existing and relevant technology system profiles, flowcharts, and data diagrams
• Relevant internal policies and procedures
• Sample forms and supporting documents
• Related performance measures and work management metrics
• Previous internal and external studies, activity reports, etc.
• Departmental onboarding and training program documents
Preview a Social ■
1.2 ❑evelop a project website via Social Pinpoint.
Pinpoint site
We will work with the City's project team to create a
developed for
project website using Social Pinpoint, a customizable
the City of Miami �■ : 4�l�
community engagement platform. We will use this City -
Beach, Florida, a i-�i
"A
branded Social Pinpoint site to gather community and
client for who
stakeholder feedback via tools such as community
we provided [0
forums, mapping, idea walls, and surveys. The survey
similar services,
questions we develop and administer will aim to gauge
staff members' positions on the current strengths and weaknesses of current processes. as
well as opportunities for improvement
and change.
Deliverable 3 — Information Regciest and Customized Social Pinpoint Site
1.3 Conduct internal stakeholder interviews —focus on organizational and hierarchical
structure. We will conduct interviews with key stakeholders in the Development Services
Department to review the organizational and hierarchical structure for efficient and lean
operations. This review will include evaluating:
• Current organizational and management systems
• Effectiveness of the hierarchical structure
• Organization of the Department and the duties of each division (exploring if the work
is well -distributed, proportional, streamlined, and grouped for expediency and
efficiency)
Intake functions (for flow and expediency)
• Training sufficiency (for accuracy and expediency)
bBerryDunn Project Approach and Methodology 1 12
Phase 1. Research and Data Collection
We will conduct follow-up interviews with Department staff to gain clarity on information
gathered to -date and help ensure all perspectives and insights are collected in the process as
needed.
Deliverable 4 — Intemal Stakeholder fnterviews (Organizational and Hierarchical
Structure)
1.4 Develop an Organizational and Hierarchical Structure Report. We will develop an
Organizational and Hierarchical Structure Report to summarize outcomes of interviews
conducted in Task 1.3. Once complete, we review the report with the City's project team to
solicit feedback before updating it to final. We will carry lessons learned and unique insights
gleaned from this report in Phase 2 assessment and analysis activities.
i Deliverable 5 — Organizational and Hierarchical Structure Report
i Phase i.. ,';5sessment and Analys.
2.1 Conduct internal stakeholder interviews --focus on organizational structure. We will
conduct additional interviews with key stakeholders in the Department to further review its
organizational structure as it relates to each of its 45 classifications. These interviews will help
us to:
Identify the need to collapse job functions or create new classification within the City's
Classification System
Recommend a desired supervisor -to -employee ratio for adequate oversight
• Determine if employee workloads are manageable and if key performance indicators
tKPlsj for service delivery are reasonable
Develop a workload analysis template to determine if additional positions are needed
to manage workloads in current and future years
Provide a strategy for employee progression through the pay plan/salary schedule
that promotes transparency and is easy to understand/administer
We will conduct follow-up interviews with Department staff to gain clarity on information
gathered to date and help ensure all perspectives and insights are collected in the process as
needed.
�ir�V.l.7(r'�l7 t1— ��fe is►r7i iiF. . _A r::.c: 1.4u, iLidi:1':
2.2 Conduct internal stakeholder interviews —focus on service delivery. We will conduct
additional interviews with key stakeholders in the Department to review current state service
delivery and explore ways to improve it. Improvement areas may include, but will not limited
to:
• Customer service
Business processes
Cost and/or time savings
Programming enhancements
bB e r ry D u n n Project Approach and Methodology 113
We will conduct follow-up interviews with Department staff to gain clarity an information
gathered to date and help ensure all perspectives and insights are collected in the process as
needed.
2.3 Develop an Organizational, Customer service Delivery, and Best Practices Report.
We will compile information gathered through document and data review, Social Pinpoint, and
internal stakeholder interviews in an Organizational, Customer Service Delivery, and Best
Practices Report. This report will be reviewed with the City's project team to confirm accuracy
of its contents, promote buy -in for the process and its outcomes thus far, and solicit feedback.
This step is particularly important as this report will inform the development of
recommendations in Phase 3.
Phase 3. Recommendations and Remo Preparation
3.1 Develop a Recommendations Summary Report. We will develop a Recommendations
Summary Report that details the results of our work and recommendations for improvement.
The report will include:
• Key findings
• Business process optimization opportunities
• Best practices considerations
• Customer service recommendations
• opportunities to improve/streamline processes
• Potential cost and time -saving improvements
• Potential program enhancements
• Recommended organizational structure improvement
• Implementation planning considerations
We will review this report with the City's project team to solicit feedback before updating it to
final. The final draft will be used to develop a presentation to deliver to City leadership to
promote buy -in and generate consensus for the process, project outcomes, and the
recommendations for moving forward. It will also guide implementation progress, as
implementation planning considerations will provide clear guidance and a prioritized list of
actionable recommendations to guide action after the project is complete.
bB e r r y D u n n Project Approach and Methodology 1 14
Table 2 presents our anticipated timeline by phase for the City's further review and consideration. This timeline was developed based on
our extensive experience successfully conducting similar projects and our understanding of the City's desired scope of work. We are
happy to move at the City's pace by expediting or elongating the process as needed to help ensure optimal involvement, productivity, and
success during this work effort,
Table 2: Anticipated Timeline
Month I Month 2 Month 3 Month 4
Phase Q
Phase 1
Month 5 Month 6
0'
r1
Project Approach and Methodology 115
7. Firm Qualifications
With the City's goals and objectives in mind and our sarong qualifications as it relates to
conducting projects of this nature, we are well -positioned to partner with the City on this
engagement. We have several unique attributes. presented below, that we hope the City will
consider as it determines the best path forward. Further, feedback provided from our references
witl provide evidence our firm's ability to dedicate the necessary resources to conduct the work
requested by the City, as we have not substituted any team members in these engagements.
Our community development and planning leadership experience. We are
pleased to propose a team with two A(CP-certified planners, Fred Turnier and Khara
Dodds, both of whom have experience leading municipal planning, permitting, zoning,
and development agencies. Additionally, our proposed project principal; Kevin Price, leads
BerryDunn's CDUO Practice and brings a strong familiarity serving development services and
permitting departments on related projects. As a result, we understand the City's goals,
objectives, and challenges both firsthand and in a consulting capacity and can offer tailored
insights to best assess and recommend adjustments to the City's organizational and
management systems, staffing structures, business processes, service delivery, and more.
Our commitment to project management Best practices. Dur work for the City will
be guided by established project management methodologies and best practices as
defined by the Project Management lnstitute"� (PMI15) as well as inputs from Agile and
Lean principles. Intentionally blended with strategies to address the people side of change as
defined by Proscil's change management methodology, the City can rely on our team to
maintain a strong, open line of communication, keep the project on time and on budget,
minimize change resistance in the process, and deliver a high -quality project experience to
stakeholders at all levels of the organization -
Our extensive experience serving clients in the State. With Berrydunn, the City will
be served by a firm with a deep background in serving local government organizations
in the State. In fact. we have served more than 30 clients in the State firmwide. Of note
to Fort Worth, our experience includes prior work with the City itself, serving in a subcontracting
capacity to another firm, as well as business process improvement, systems planning, and fee
study projects for the Cities of Frisco, Leander, and Plano and Travis County, among others.
The City will also be pleased to note that we have nearly two dozen employees who reside in
the State, including our proposed lead business analyst and subject matter expert 4SMEj, Khara
Dodds, and our proposed HR and change management SME, Sondra Hathaway. Both Khara
and Sondra are located in the northern region of the State, within an hour of the City.
Our strong familiarity with the City's current system and operations. As
independent and objective systems consultants, we have extensive experience across
the vendor marketplace; this includes a deep background in assessing the City's
current system, Accela, and reviewing the business processes associated with it. That said, the
City can trust that we will contribute to sound business process improvement and develop
relevant, actionable, and realistic recommendations that align with technology best practices
and will best serve operational needs both now and in the future.
b BerryDunn Firm Qualifications 116
8. Attachment A. Conflict of Interest
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.S. 23, 84th Leg., Regular Session. OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176, Local Government Cade, by a vendor who Date Received
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be Died with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176,006, Local Government Code. An
offense Under this section is a misdemeanor.
J Name of vendor who has a business relationship with local governmental entity.
Berry, Dunn, McNeil & Parker, LLC
J
❑ Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you the an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
J Name of local government officer about whom the information is being disclosed.
Not Applicable"*
Name of Officer
J Describe each employment or other business relationship with the local government officer, or a family member of the
officer; as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and IS for each employment or business relationship described. Attach additional pages to this Form
CIO as necessary.
A. is the local government officer or a family member of the officer receiving or likely to receive taxable income.
other than investment income, from the vendor?
F7Yes F1 No
B, Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
F1 Yes F7No
Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
**Pursuant to Sec. 176.006(a)(1-3), BerryDunn has no conflict of interest with any local government officer
61 Check this box if the vendor has given the local government officer ❑r a Family member of the officer one or more gifts
❑
as described in Section 176.003{a}(2)(6), excluding gifts described in Section 176.003(a-1).
J
Signature of vendor doing business with the governmental entity
Form provided by Texas Ethics Commission www.ethics.state.tx.us
b BerryDunn
April 27, 2023
Date
Revised 11112021
Attachment A. Conflict of Interest 1 17
9. Attachment B. Proposer Contract Information
ATTACHMENT - B
PROPOSER CONTACT INFORMATION
Proposer's Name: Berry, Dunn, McNeil & Parker, LLC
Proposer's local Address: 2211 Congress Street Portland. Maine 04102
Phone. (207) 541-2200 Fax: [207] 774-2375
Email: korice(dberrvdunn.com
Name of persons to contact when coordinating services:
Name/Title Kevin Price. Princioal
Phone: (207) 541-2379 Fax: (207) 774-2375
Email: korice0berrvdunn_corn
Name/Title
Phone: Fax:
Email:
Name/Title
Phone: Fax:
Email -
I hereby attest that all information provided in Attachment — B has been completed to the best of my
knowledge, truthfully.
Name: Kevin Price Signature:�-�
Title: Princieal Date: Aoril27.2023
RFP 23-0055
StrueturaI and Efficiency Study for ❑eveIopmeptt ffA% titgiRD�906%%Eir Contract Information 1 18
b BerryDunn
10. Attachment C. Price Schedule
Attachment C is submitted separately per the City's request.
bBerryDunn Attachment C_ Price Schedule 119
11. Requested, Negotiable Exceptions
Listed below is one requested exception to City's provided Vendor Services Agreement. We
believe in being fully transparent about any potential conflicts at the time of proposal. To this
end, we have our Compliance Team perform a thorough review. As consultants focused on
government clients, we are aware of the limitations on exceptions and additional constraints. If
selected for this project, we fully expect to work with the City to reach an agreement on these
terms that is fair and beneficial to both parties.
Page 1, Section 4: We would like to request that written notice and an opportunity to cure be
provided before the Contract is terminated for cause as in Section 4.
b6err y D u n n Requested. Negotiable Exceptions 120
12. Addendums
S1W:- _d Addendum Ore
FORT WORTH. -
ADDENDUM TO REQUEST FOR PROPOSAL NO. 23-0065
Structural and Efficiency Study for Development and Permitting Services
PURCHASING DIVISION
ADDENDUM NO. 1 DATE ISSUED: April 20, 2023
REQUEST FOR PROPOSAL jRFPj: 23-0055
BID OPENING DATE: April 27, 2023 (UNCHANGED)
RFP No. 23-0055 issued April 5, 2021 is hereby amended as follows:
1. Questions and Answers document is hereby incorporated, in full text on pages 2-3 of this
addendum.
2. Appendix A document is hereby incorporated, in full text on pages 4-84 of this addendum
and attached as a separate document.
All other terms and conditions remain unchanged.
Wr[n aavzurn
Maria Canoura
BUYER
■ a a a a a a■ ... ■ a a a a a a a a ..a a a a a a a a a .. a .. ■ a a a a a a■ .. ■ a a a a a a■ .... a a a a a a a a a r a a a a a a a a a a a r r
By the signature affixed below, Addendum No. 'I is hereby lncorporated into and made part of the above
referenced Request for Proposal.
COMPANY NAME: Berrv, Dunn, McNeil & Parker, LLC
SIGNATURE:
NOTE: Company name and signature must be the same as on the original bid documents. Failure to return
this form with your sealed bid may constitute grounds for rejection of your offer.
bBerryDunn Addendums 121
-�4?a�rdtx A. Resumes
- 0
Kevin Price is a principal in BerryDunn's Local Government
n
Practice Group and leader of the Community Development and
l;;�:
Utility Operations Practice, assisting local government clients with
business process improvement, fee analysis, system selection, and
rr00
'►
implementation projects. A certified Project Management
Professionals (PMPO}, he has extensive experience in assessing
the business needs and processes of municipal clients for
permitting, inspections, planning, code enforcement, and land
management functions. Kevin is also a Lean Six Sigma Green Belt,
allowing him to continuously define, measure, analyze, improve.
Kevin Price, M P P ,
and control projects and environments for his clients.
PMPO, ProsclO
RELEVANT EXPERIENCE
C C P
Project Management: Kevin has managed business process
improvement, system selection, and planning projects for some of
argiect Principal I Principal
Berrydunn's most complex local government clients. He is adept at
EDUCATION AND
keeping projects on track and on schedule while meeting the
CERTIFICATIONS
dynamic and sometimes evolving needs of clients.
Process Analysis and Improvement: Kevin has assisted
Master's, Public icy and
Berrypunn clients with process improvement projects as part of
Management, Concentration in
system replacement projects and as standalone projects. Kevin has
Financial Management,
previously led the process improvement projects with the Cities of
University of Southern Maine
Rockville, Maryland; Alexandria, Virginia; Philadelphia,
Bachelor's, Economics and
Pennsylvania; and Frisco, Texas, among others.
Political Science, University of
Organizational Assessment: Kevin has played numerous
Maine
leadership roles on long -ranging planning projects, recently during
Project Management
permit management review services for Sonoma County, California.
Professionals (PMP81), Project
Fee Studies: Kevin has assisted numerous BerryOunn clients with
Management Institute
cost of service and comparative fee analysis projects, including
Work for the Cities of Homestead, Florida and Dallas, Texas. He is
Proscis Certified Change
currently serving as the Engagement Manager for our cost of
Practitioner
service fee studies for the Cities of Gainesville and Fernandina
Lean Six Sigma Green Belt
Beach, Florida and City of Bozeman, Montana.
Certified
REPRESENTATIVE CLIENTS
MEMBERSHIPS
City of Boston, MA City of Plano, TX
City of Westbrook, ME Planning
City of Frisco, TX Travis County, TX
Board, 2023 — 2027
City of Irvine, CA
City of Westbrook, ME
City of Westbrook, ME Sewer
City of Leander, TX
Commission — Member, 2021 —
City of Philadelphia, PA
2023
bBerryDunn Appendix Resumes 122
Fred Turnier is a manager in BerryDunn's Local Government.
Practice Group. He has more than 25 years of experience working
with local government agencies, providing project management and
development services, business process improvement, fee and
cost -recovery analysis, system design and implementation, and
1 policy analysis and formation. He focuses in the areas of community
development, planning, building, inspections, code enforcement,
business licensing, housing and homeless issues, land
management, utilities, and infrastructure planning.
RELEVANT EXPERIENCE
Fred T u rn i e r, M PA, Project Management: Fred has led numerous projects and helped
A I C P, P ro s c iO C C P to identify efficiencies and hest management practices, including
Projecr Mariaa .r l written workflow assessments, performance metrics Identification,
Meriage-r- and long- and short-term improvement recommendations. Fred is
currently serving as project manager for Sonoma County, California,
EDUCATION AND and has previously served as project manager for Travis County,
CERTIFICATIONS Texas, Pitkin County, Colorado, Irvine, California, Schaumberg,
Illinois, and Tucson, Arizona.
Master's, Public Administration,
University of Nevada, Process Analysis and Improvement: Fred has extensive
experience providing business process improvement services
Bachelor's, Economics and across many departments, Including public works and parks and
Geography, University of recreation. Many projects involve identifying business processes
Nevada, Reno that overlap departments, services, classifications/compensations
for staff, and performance metrics. Additional) Fred has helped to
Prosd�' CCP identify efficiencies and best management practices, including
Certified Planner, American written workflow assessments, performance metrics identification,
Institute of Certified Planners and long- and short-term improvement recommendations
development. Fred also contributed data -gathered toward cost of
MEMBERSHIPS service fee studies and strategic planning implementation reporting.
American Planning Association Management of Innovative Programs: In his various public sector
CONFERENCES AND
roles, Fred has helped to develop a model for training small
EVENTS
businesses in working with local Nevada jurisdictions; worked with
solar and geothermal clients on site selection and transmission
Adjunct Professor, University of
through federal and private lands; participated in the development of
Nevada, Las Vegas, Greenspun
policies regarding air quality, water quality, and urban runoff; and
School of Public Policy and
consistently expanded the scope and depth of strategic planning in
Leadership, Master of Urban
each organization he has been a part of. He is well versed in
Leadership, PUA 612
leading forward -thinking and, in some cases, controversial
Performance Measurement in
initiatives.
Local Government, 2021 and
REPRESENTATIVE CLIENTS
ULD 720 Urban Governance,
2018.
City of Beaverton, OR City of Tucson, AZ
Subject Matter Expert and
City of Dallas, TX Pitkin County. CO
Panelist, Massachusetts
City of Frisco, TX Sonoma County, CA
Institute of Technology (MIT)
Center for Advanced Urbanism,
City of Leander, TX Travis County, TX
MA, Future of Suburbia. 2015
City of Scottsdale, AZ
bB e r r y o u n n Appendix A. Resumes ; 23
Khara Dodds,
AICP, MCRP
Lead 55 USIness Aria yS
and SI�IlE I 5e -
Consulfanit
EDUCATION AND
Khara Dodds is a senior consultant in Berrypunn's Local
Government Practice Group and has more than 13 years of
leadership experience and 20 years of experience In planning and
community engagement. She empowers communities, impacts
lives, and makes a difference in her work and she leverages her
experience in city and regional planning to assist clients as they
move forward in their endeavors.
RELEVANT EXPERIENCE
Process Analysis and Improvement: Khara has managed the
plan review process of large-scale development projects and
ensured coordination with staff and board/commission members
throughout the process. In addition, she has initiated the planning
process for affordable housing; collaborated with stakeholders to
develop incentive programs: negotiated policy and map
amendments on behalf of municipalities in the state planning
process; and prepared local planning documents including
development studies and annual planning reports.
CERTIFICATIONS
Leadership: Khara has assisted municipalities in the development
Master's, City and Regional
and adoption of new ordinances and codes, participated in the
Planning, Rutgers University
annual budget process and educational improvement initiatives, and
served as a liaison to various stakeholders. She successfully led the
Bachelor's, Urban
Town of Glastonbury's Sustainable CT certification, earning the
Studies/Africana Studies,
Town a Silver Certification (the highest level and designation). She
Rutgers University
has coordinated the review process of securing land use approvals;
worked with underserved neighborhoods on improvement and
The American Institute of
revitalization; and added major development projects with securing
Certified Planners (AICP}
land permits and economic development incentives.
Equitable Community Change
Certificate, eCornell
MEMBERSHIPS
American Planning Association
(APA)
APA Texas Chapter, Member of
the Diversity, Equity, and
Inclusion Committee
APA Connecticut. Chapter,
Member of the Executive Board
2010 — 2020
Northeastern Economic
Developers Association
Connecticut Economic
Development Association
b Berryounn
Planning and Development: Khara has led various departments in
development, planning and land use services, and economic
development. She led the town of Prosper. Texas through multiple
town strategic planning initiatives that improved town operations
and procedures as well as enhanced the quality of life for residents
and businesses. She prepared design guidelines, regulation
amendments, and a multi -faceted community engagement program
to get input from residents, the development community, property
owners, and board/commission members. Khara also completed
major city initiatives including a Capital City Parks Master Plan and
Downtown North Master Plan for the City of Hartford, CT. She
leverages her experience managing stakeholders through the
planning process to organizing capital Improvement to implementing
grant funds to assist communities pursuing state and federal grants.
Zoning and Land Use Regulation: Serving as Director of Planning
and Land Use Services for the Town of Glastonbury, Connecticut,
Khara oversaw four divisions, including the Offices of Health, Fire
Marshall, Building OfficiallZoning Enforcement, and Planning. She
also led the Community Development Department through the
COVID-19 pandemic, resulting in major shifts in department
Appendix A. Resumes 124
services with many business practices and procedures being
transformed to digital processes.
Diversity, Equity, and Inclusion: Khara has a demonstrated
commitment to leading DEl efforts. She is a member of Berryaunn's
CEO Council on ❑EIBA's systemic barriers subcommittee, is
completing an Equitable Community Change certificate through
eComell, and has supported ❑EI efforts and training through the
APA. In the public sector, she led multiple community equity
projects and recommended the declaration of racism as a public
health crisis.
REPRESENTATIVE CLIENTS
City of Bangor, ME
City of Leander, Tx
Sonoma County, CA
Town of Falmouth, ME
Town of Mountain View, CO
BerryDunn Appendix Resumes 125
Alison Tobey is a consultant in Berryaunn's Local Government
Practice Group. Her work is guided by her passion for helping
Others. Her consulting experience lends to this desire and has
afforded her the opportunity to help clients connect with
.—.
stakeholders; to assist clients in preparing for conventions; and to
better understand the current markets and competitors. She cares
_
about what she does, and she leverages her skills in every situation
to better assist clients.
RELEVANT EXPERIENCE
Alison Tobey, MA
Research and Analysis: Alison regularly supports clients by
conducting primary research and analysis on an array of topics. Her
3,s;nens Anaiysf
approach to research and analysis is informed by her advanced
��nSLIJra t
global policy and international relations degree, as well as her
experience as a news reporter. She approaches research tasks in a
EDUCATION
manner that considers clients' larger issues, goals, and objectives,
Master's, Global Policy and
and develops clear, concise, and thorough results and analyses.
International Affairs, University
Deliverable Development: Alison supports project teams by
of Maine
assisting in the timely development of project deliverables. Her
Bachelor's, Journalism,
experience includes developing reports detailing an organization's
University of Maine
current business processes and providing opportunity for
improvement, utilizing Microsoft Vislo to accurately diagram an
organization's business processes, drafting sections of an
organization's Comprehensive Plan, and supporting the facilitation
and creation of community engagement events.
Stakeholder Engagement: Alison excels at leading stakeholder
interviews and supporting focus groups. She leverages her prior
experience as a journalist, as well as her strong written and verbal
communication skills. She supports virtual engagement efforts,
social media campaigns, and content creation.
Comprehensive Planning: Alison regularly supports
comprehensive planning initiatives for communities in New England.
She assists with strategy development, facilitation, and notetaking
during community visioning sessions and events, as well as with
fact-finding activities. She also helps to draft introductory and
background language for the 'final comprehensive plan documents.
REPRESENTATIVE CLIENTS
Alachua County, FL
City of Scottsdale, AZ
City of Detroit, MI
City of Tempe: AZ
City of San Jose, CA
City of Bangor, ME
bBerryDunn Appendix A. Resumes 126
Sondra Hathaway,
Prosci® CCP, MBA
F4R and Change
Management SME 1 Senior
Constiftent
EDUCATION AND
CERTIFICATIONS
MBA, University of Phoenix
BS, Psychology, Arizona State
University
BA, Sociology, Arizona State
University
Crucial Conversations
DISC Assessment
Institute of Cultural Affairs (ICA)
Technology of Participation
Facilitation Methodology
Leading at the Speed of Trust
Lean Six Sigma
Predictive Index
7 Habits of Highly Effective
People
7 Habits of Managers
Writing Advantage
b BerryDunn
Sondra is a senior consultant in our Local Government Practice
Group and an expert in organizational development. She utilizes
Lean principles to help her clients with process improvement
initiatives and cost -reducing strategies. She has extensive
experience in the areas of strategic planning, change management,
organizational development, engagement strategy, and relationship
building. In addition, Sondra also has experience in learning and
development, which she leverages when implementing change. She
has over 20 years of experience serving the public sector.
RELEVANT EXPERIENCE
HICK Sondra has extensive experience with recruiting, retaining;
and development activities. She has worked with an array of cities
in various capacities to build on and enhance the traditional
methods in which departments are run. As such, she helps to
improve staffing models, training processes, performance
management; and succession planning. Sondra leverages this
experience to advise clients on HCM best practices and
opportunities to improve their processes, systems, and operations.
Local Government Experience: As a former engagement and
development administrator for two cities, Sondra collaborated with
departments to facilitate Lean process improvement initiatives and
implement cost -reducing strategies. She also led city-wide learning
and development initiatives as well as engagement strategies.
Application of Lean Principles: Sondra is an expert in the
application of Lean principles which includes, but is not limited to:
value stream maps, waste identification. process cycle time
reduction, process improvement, change management, root cause
analysis, and cost reduction.
Proscin Change Management: Indisputably, the success of every
initiative depends on people. When appropriate consideration to
people is given, projects thrive, programs flourish, and people can
enthusiastically support change. Sondra provides leadership
support through all types of change, anticipates resistance, plans for
training, and is intentional about communication that engages,
informs, and motivates. Sondra is a Prosci'� certified Change
Management Practitioner.
REPRESENTATIVE CLIENTS
Boulder County, CO
Louisville/Jefferson County
City of Amarillo, TX
Metro Government, KY
City of Ennis, TX
Marion County, OR
City of Frisco, TX
Metro Parks Tacoma, WA
City of Weatherford, TX
Town of Cromwell, CT
Coconino County, AZ
Yamhill County, OR
Appendix A. Resumes 127
b BerryDunn
a
PRICING PROPOSAL
City of Fort Worth
berrydunn.com
BerryDunn
2211 Congress Street
Portland, ME 04102-1955
207.541.2200
Kevin Price, Project Principal
kprice@berrydunn.com
Fred Turnier, Project Manager
fturnier@berrydunn.com
Proposal Submitted an:
April 27, 2023 by 1:30 pm CT
I. Attachment C. Price Schedule
ATTACHMENT — C
PRICE SCHEDULE
This sheet will be used to evaluate costs and pricing. This sheet must be in a separate sealed envelope
inside the main package marked "PRICING." Please do not include pricing within the bid response
documents whatsoever.
The price proposal asks for details concerning the components of the pricing that goes into each vendor's
overall proposal. Understanding the level of effort and cost for each service helps the City to better
understand the structure of the proposed work. Note that the City may choose to purchase some, all, or
none of these components
Proposer may include any additional services and fees. However, pricing for this RFP will only be
evaluated for the cost of items listed on Section 1.0 below.
1.0 Price Schedule for services provided during regular hours of operations as defined in Exhibit A,
Section 6.0, subsection 6.1
UOM
Deliverable () Quantity (Unit of Price**j Calendar Days to
Measure) Complete Deliverable
Deliverable 1 — Per Exhibit A, 1 EACH $82,500 91
Section 5.1 Page 14
Deliverable 2 — Per Exhibit A, 1 EACH $73,700 56
Section 5.2 Page 14
Deliverable 3 — Per Exhibit A,
Section 5.3 Page 14 1 EACH i $1fi,50D 42
Total Project Price $172,700 189
Vendor shall describe in a separate sheet all the different activities and tasks under each deliverable.
('*) Vendor shall include all associated costs necessary to complete the deliverable.
2.0 Additional Services - The Proposer may also provide optional services, please specify each
service type. Use a separate sheet if necessary.
Description Price (**) Calendar Days to Complete
Deliverable
Cost of Service Fee Study $87,500 120
Name: Kevin Price Signature:r�
Title: Princioal Date: Argil 27, 2023
RFP 23-0055
bB e r r y a u n n StruCtural and Efficiency Study for Development and Permitting Services Attachment C. Price Schedule [ f
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 06/27/23 M&C FILE NUMBER: M&C 23-0572
LOG NAME: 13P RFP 23-0055 STRUCTURAL & EFFICIENCY STUDY DS MC
SUBJECT
(ALL) Authorize the Execution of a Purchase Agreement with Berry, Dunn, McNeil & Parker, LLC to Provide a Structural and Efficiency Study for
Development and Permitting Services in an Annual Amount Up to $172,700.00 for the Development Services Department
RECOMMENDATION:
It is recommended that the City Council authorize the execution of a purchase agreement with Berry, Dunn, McNeil & Parker, LLC to provide a
structural and efficiency study for development and permitting services for the Development Services Department in an annual amount up
to $172,700.00 for the initial term and authorize four one-year renewal options for the same amount.
11&10111*4103kiF
The Development Services Department approached the Purchasing Division to finalize an agreement to provide a structural and efficiency study
for development and permitting services that will allow the Department to identify innovative methods to improve operational efficiency and
effectiveness of its services.
In order to procure these services, staff issued a Request for Proposal (RFP) No. 23-0055. The RFP consisted of detailed specifications of
services to be performed and minimum requirements that the vendor must comply with.
This RFP was advertised in the Fort Worth Star -Telegram on April 5, 2023, April 12, 2023, April 19, 2023 and April 26, 2023. The City received
three (3) responses.
An evaluation panel, consisting of representatives from the Development Services and Human Resources departments evaluated and scored the
submittals using Best Value criteria. After the initial evaluation meetings, the top two firms were interviewed on May 18, 2023 and May 19, 2023
and the City requested a Best and Final Offer (BAFO) which resulted in no changes to the prices submitted by each of the Bidders in their
initial responses. The individual scores were averaged for each of the criteria and the final scores are listed in the table below:
Bidders
Berry, Dunn, McNeil & Parker,
LLC
IMatrix Consulting Group, Ltd
Best Value Criteria:
Evaluation Criteria
b c d Total Score Rank
19.17 20.00 29.17 14.75 83.09
18.33 17.50 25.67 15.00 76.50 2
a. Qualifications of the firm in performing projects of similar scope;
b. Experience and qualifications of key individuals assigned to the project;
c. Proposer's ability to meet the City's needs; and
d. Cost of service.
After interviews the evaluation panel concluded that Berry, Dunn, McNeil & Parker, LLC presented the best value to the City. Therefore, the panel
recommends that Council authorize an agreement with Berry, Dunn, McNeil & Parker, LLC. No guarantee was made that a specific amount of
services would be purchased. Staff certifies that the recommended vendor's bid met specifications.
FUNDING: The maximum allowed under this agreement would be $172,700.00; however, the actual amount used will be based on the need of the
department and available budget.
Funding is budgeted in the Development Services Department rollup within the General Fund.
BUSINESS EQUITY - The initial estimated bid amount for this procurement was less than $100,000.00, therefore, a Business Equity goal was not
applicable.
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 approval, this agreement shall begin upon execution and shall expire one year after that date.
RENEWAL OPTIONS: This agreement may be renewed up to four (4) one-year terms at the City's option. 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.
Idt,��_��1�1��7:7��iI�iL�P►�[�3�:71�17I«T�iiL�P►A
The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the General Fund to
support the approval of the above recommendation and execution of the agreement. Prior to any expenditure being incurred, the Development
Services Department has the responsibility to validate the availability of funds.
Submitted for Citv Manaaer's Office by
Oriainatina Business Unit Head
Additional Information Contact:
Expedited
Reginald Zeno
8517
Dana Burghdoff
8018
Reginald Zeno
8517
D. J. Harrell
8032
Jo Ann Gunn
8525
Maria Canoura
2526