HomeMy WebLinkAboutContract 57788-A1First Amendment to Fort Worth City Secretary Contract No. 57788 Page 1 of 3
AMENDMENT NO. 1
TO
CITY OF FORT WORTH CONTRACT 57788
This Amendment No. 1 to City of Fort Worth Contract 57788 (“Amendment”) is
entered into by and between the City of Fort Worth ("City"), a home rule municipality, with its
principal place of business at 200 Texas Street, Fort Worth, Texas, and e-Builder, Inc.
(“Vendor”), City and Vendor may be referred to individually as a Party and collectively as the
Parties.
WHEREAS, on June 30, 2022, the Parties entered into City Secretary Contract 57788 to
provide a Project Management Information System with Implementation and subscription services
(“Agreement”); and
WHEREAS, the Parties wish to amend the Agreement to increase Managed Services for
Year 2 by $90,000.00 for a total of $220,000.00, and adding a provision for early renewal for the
City Secretary Contract.
NOW, THEREFORE, the Parties, acting herein by and through their duly authorized
representatives, enter into the following agreement:
1.The Agreement is hereby amended by adding Exhibit A-1, attached hereto, to
increase Year 2 by $90,000.00 for a total Year 2 amount of $220,000.00. As may be necessary and
as determined by the City in its sole discretion, City may issue payment to Vendor for this City
Secretary Contract up to 30 days prior to its effective date.
2.All other provisions of the Agreement which are not expressly amended herein shall
remain in full force and effect.
3.This Amendment may be executed in multiple counterparts, each of which shall be
an original and all of which shall constitute one and the same instrument. A facsimile copy or
computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall have the
same effect as an original.
First Amendment to Fort Worth City Secretary Contract No. 57788 Page 2 of 3
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
By: ___________________________
Name: Valerie Washington
Title: Assistant City Manager
Date: ___________________________
APPROVAL RECOMMENDED:
By: ______________________________
Name: Kevin Gunn
Title: Director, IT Solutions Department
ATTEST:
By: ______________________________
Name: Jannette Goodall
Title: City Secretary
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.
By: ______________________________
Name: Steven Vandever
Title: Sr. IT Solutions Manager
APPROVED AS TO FORM AND LEGALITY:
By: ______________________________
Name: Taylor Paris
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0517
Approved: 06/28/2022
1295: 2022-851617
VENDOR:
eBuilder, Inc.
By:
Name:
Title:
Date: ____________________________
ATTEST:
By:
Name:
Title:
ORDER FORM
Order Date:Date of the last signature below
Trimble Entity Name
(“Trimble”) and Address:
e-Builder Inc. a Trimble company
13450 West Sunrise Blvd Suite 600, Sunrise, FL
Customer Entity Name
(“Customer”) and Address:
City of Fort Worth
Billing Contact Name and e-
mail Address:
Is a Purchase Order
Required?
Yes or No
Purchase orders issued by Customer are issued for administrative purposes only; terms and
conditions contained in any such purchase order shall be null and void.
Is Customer Tax Exempt?Yes or No
Initial Term:10/1/2023 – 9/30/2024
Validity This Order Form shall expire on 10/31/2023 (the “Validity Date”). If this Order Form is not
executed by the Customer by the Validity Date, Trimble reserves the right to not offer the pricing
found in the Order Form.
Miscellaneous The Customer has elected to exercise their option to convert their Year 2, 50% Resource to a full
time 100% Resource for an additional $90,000.00 per year per the Contingency Fund Section
found on the MSA and Order Form that was executed on 6/30/2022
Total Annual Managed Services:
Description Price
Managed Services – Year 2 $220,000.00*
*The Year 2 fee was $130,000.00 for a 50% Resource but the Customer has elected to convert this to a 100% Resource at a total cost
of $220,000.00 for the Initial Term of this Order Form.
Remaining Contingency Fund
Description Price
Additional Full Time Managed Services Resource $220,000.00
Miscellaneous Expenses $100,00.00
Total Remaining Contingency $320,000.00
Addendums:
1. Statement of Work
TERMS AND CONDITIONS
1. Terms and Conditions. This Quotation is subject to the Master Services Agreement between Trimble and the Customer, dated
6/14/2022 (“Agreement”).
2. AUTOMATIC RENEWALS. This Order will automatically renew for subsequent 12 month term(s) at then-current pricing, unless
either party provides the other with notice of cancellation at least 30 days prior to the expiration of the then-current term.
3. Payment Terms. All fees are due NET 30 from the date of the Trimble invoice.
Managed Services:25% due quarterly in advance. The first 25% payment is due upon the execution of this Order Form
Travel: Travel is not expected for the scope of work described in the SOW. Thus, all work will be done by Trimble remotely.
If Customer requires that Trimble travel, a separate Order Form will be executed to reflect the updated scope and pricing.
4. Annual Price Increase. At each renewal, Trimble has a right to increase the annual fees by the greater of (a) CPI plus two percent
(2%) or (b) five percent (5%). "CPI" shall mean for all Urban Consumers, the U.S. City Average, for all items, 1982-84=100 (the “CPI-U”),
as published by the Bureau of Labor Statistics, U.S. Department of Labor, and shall be for the prior twelve months as of the date the
calculation is made.
5. Electronic Invoices. Customer hereby consents to the receipt of invoices electronically at the indicated e-mail address(es) and
accepts such invoices as if received by mail. Customer's e-mail address may be changed by written notice given by Customer to Trimble
at: customer_master@trimble.com. Customer is responsible for maintaining a current e-mail address and shall under no
circumstances be excused from payment of applicable charges by its failure to access its designated e-mail address.
6. Due Authority. By signing below, the signatory represents that he/she (i) is an authorized representative of Customer and (ii) has
the authority to legally and functionally commit the Customer.
[Signature Page to Follow]
ACCEPTANCE
Accepted and agreed:
CUSTOMER:
Signature:
Print Name:
Title:
Date:
TRIMBLE:
Signature:
Print Name:
Title:
Date:
Addendum #1
Statement of Work
This Statement of Work (“SOW”) describes the professional services that Customer has engaged Trimble (collectively “Parties’’) to
perform on behalf of Customer. This SOW is integrated into a quote that incorporates the terms and conditions governed by the
Parties (the “Agreement”). In the event of any inconsistency or conflict between the terms and conditions of this SOW and the
Agreement, the terms and conditions of the Agreement shall govern, unless the SOW expressly identifies the term of the Agreement
to be modified. This SOW may not be modified or amended except in writing signed by a duly authorized representative of each
Party.
1 Managed Services
The Customer will renew one Full Time Resource (the “Trimble Managed Services Resource”). The Trimble Managed Services
Resource to be assigned to perform Professional Services tasks which include:
e-Builder Enterprise administration
Creation of new user accounts
Setting up permissions
New process Rollouts
Setting up Reports
e-Builder Enterprise Training and Education
Creating and maintaining training materials
New user basic training
Workflow training
Administrator training
Project Manager Training
Assist PM’s with understanding key project status and KPS’s
Workflow Process Creation and Improvement
Create new processes and revise existing processes
Training and support for process rollouts
e-Builder Enterprise Software Maintenance
Appropriate user testing for new processes and product enhancements
Training for new processes and product enhancements
General User Support & Troubleshooting
Fielding questions from external users
Coordinating with e-Builder Technical Support for any defect or product issues
Place of Performance: The Trimble Managed Services Resource will perform the above Professional Services tasks Remotely.
Schedule:
Scheduled time off for the Trimble Managed Services Resource will be requested and approved according to Trimble’s time
off process and policies. The Customer will be notified of scheduled time off requests upon approval. Scheduled time off
includes paid time off (“PTO”), holidays, and Trimble sponsored employee events. Customer agrees that the fee includes time
for scheduled time off.
Unscheduled time off for The Trimble Managed Services Resource will be requested and approved according to Trimble’s
procedures and policies. The Customer will be informed of unscheduled time off upon approval. Unscheduled time off
includes sick leave, medical leave, etc.
Disclaimer and Non-solicitation:
The Trimble Managed Services Resource does not include any development hours. If custom development is needed to
support the Trimble Managed Services Resource, a separate Order Form will be created. Common custom development
items include custom reporting and integration.
Trimble reserves the right to change the assigned resource and provide a satisfactory replacement.
During the Term and for a period of two (2) years thereafter, Customer will not, directly or indirectly, employ, offer
employment to, or otherwise retain the services of the Trimble Managed Services Resource, without the prior written consent
of Trimble.
Renewal:
Sixty (60) days notice prior to the expiration of this SOW is required if Customer wishes to: (1) expire the Trimble Managed
Services Resource or (2) change the scope of work of the Trimble Managed Services Resource. Otherwise, the Trimble
Managed Services Resource will automatically renew in one-year periods.
CITY COUNCIL AGENDA
FORT �'4'0 RTI I
_��
Create New From This M&C
DATE: 6/28/2022 REFERENCE "`M&C 22-
NO.: 0517
LOG NAME:
13P RFP 21-0188 PROJECT
MANAGEMENT
INFORMATION SYSTEM ITS
ADK
CODE: P TYPE: CONSENT PUBLIC
HEARING:
NO
SUBJECT: (ALL) Authorize a Purchase Agreement with e-Builder, Inc., for the Purchase of a Project
Management Information System with a Five Year Term with Implementation and
Subscription Costs in an Amount of $1,771,300.00 for the First Year and $1,603,080.00 for
Years Two Through Five for a Total Five Year Cost of $3,374,380.00 for the Transportation
and Public Works, Water, Park and Recreation, and Property Management Departments
which will be Managed by the Information Technology Solutions Department and Adopt
Attached Appropriation Ordinances and Amend the Fiscal Year 2022 Adopted Budget and
Fiscal Years 2022-2026 Capital Improvement Program, and Effect a Portion of Water's
Contribution to the Fiscal Years 2022-2026 Capital Improvement Program
It is recommended that the City Council:
1. Authorize a purchase agreement with e-Builder, Inc., for the Purchase of a Project Management Information
System with a five year term with implementation and subscription costs in an amount of $1,771,300.00 for the
first year and $1,603,080.00 for years two through five for a total five-year cost of $3,374,380.00 for the
Transportation and Public Works, Water, Park and Recreation, and Property Management Departments which will be
managed by the Information Technology Solutions Department;
2. Adopt the attached appropriation ordinance adjusting estimated receipts and appropriations in the ITS Captial
Fund, by increasing estimated receipts and appropriations in the FY22 PMIS Project (City Project No. 103782) in
the amount of $177,130.00, and decreasing estimated receipts and appropriations in the Business Applications-IT
Programmable Project (City Project No. P00037) by the same amount;
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Water & Sewer
Capital Projects Fund in the amount of $708,520.00 from available funds, for the purpose of funding the FY2Z
PMIS project (City Project No. 103782) to effect a portion of Water's contribution to Fiscal Years 2022-2026 Capital
Improvement Program;
4. Adopt the attached ordinance increasing estimated receipts and appropriations in the Capital Projects Service
Fund, in the amount of 1,408,693.00, authorizing the use of net position, for the purpose of transferring to the
Capital Project Srvc-Capital Fund;
5. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Capital Project
Srvc — Capital fund in an amount of $523,043.00 transferred from the Capital Projects Service Fund, Capital
Projects Svcs Business programmable project (City Project No. P00111);
6. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Capital Project
Srvc — Capital fund in an amount of $885,650.00 transferred from the Capital Projects Service Fund, for the
purpose of funding the FY22 PMIS project (City Project No. 103782); and
7. Amend the Fiscal Year 2022 Adopted Budget and Fiscal Years 2022-20Z6 Capital Improvement Program.
DISCUSSION:
City of Fort Worth Departments currently utilize several different software programs to manage capital projects. For example,
there are separate software programs for budget, payments, scheduling, inspection, bidding, and other management tasks.
These separate programs do not interface with each other, thereby causing project management inefficiencies. In addition,
these separate programs do not allow Capital Delivery staff to easily monitor and assess the delivery of infrastructure
programs by the Departments and citywide.
The Capital Delivery team identified this limitation with the current systems and requested that the Information Technology
Solutions (ITS) Department and Purchasing assist in identifying a Project Management Information System (PMIS) that
would provide a holistic capital management solution. It is anticipated that the PMIS will be utilized by the Transportation and
Public Works, Water, Park and Recreation, and Property Management Departments for the management of capital projects.
In order to procure a PMIS, Request for Proposal (RFP) 21-0188 was advertised in the Fort Worth Star-Telegram for three
consecutive Wednesdays beginning on August 11, 2021, through August 25, 2021. Fifty-Five vendors were solicited and the
city received twelve responses. Two of the twelve were deemed non-responsive because of failure to adhere to page and
font requirements.
An evaluation panel comprised of representatives of the ITS, Water, Transportation and Public Works (TPV�, Park and
Recreation, and Property Management Departments reviewed and scored the submittals using the Best Value criteria which
included:
(a) Functionality
(b) Technical
(c) Approach
(d) Company's Expereince
(e) Cost of service
After the initial evaluations, four of the highest-scoring bidders were required to demonstrate their products. The individual
scores were averaged for each of the criteria and the final scores are listed in the following table. Points for pricing is
determined as follows: Bidder must receive at least 50\% or more of the total available points for technical criteria.
Evaluations:
Bidders A B C D E Total Score
e-Builder, Inc. 6 6 5 6 30.00 69.56
Kahua, Inc. 6 6 6 5 18.35 58.91
PMTech dba PMWeb 6 6 6 5 29.32 67.32
Procore Technologies, Inc. 7 7 6 7 21.97 70.03
After the demonstrations, Procore Technologies, Inc., received the highest score; however, the City and ProCore
Technologies, Inc., were unable to agree to terms with the use of third party vendors, negotiations were ended. Therefore,
in the best interest of the City, the evaluation panel and Purchasing staff, along with the Legal department agreed to move
forward with the next highest scoring vendor. The vendor with the second highest score was e-Builder, Inc. As a result, staff
recommends entering into a 5-year agreement with e-Builder, Inc.
These implementation costs will be funded by the participating departments as depicted below:
Year 1 0
Department Description Share of Contract Year 1 Cost
One-Time implementation, Integration,
Transportation Managed Services, Software Subscription +
and Public Test Environment, Data 50\% $885,650.00
Works Migration/Integration Costs, Travel
Expenses, Archival Services
One-Time implementation, Integration,
Managed Services, Software Subscription +
Water Test Environment, Data 20\% $354,260.00
Migration/Integration Costs, Travel
Expenses, Archival Services
One-Time implementation, Integration,
Water Managed Services, Software Subscription +
Wastewater Test Environment, Data 20\% $354,260.00
Migration/Integration Costs, Travel
Expenses, Archival Services
One-Time implementation, Integration,
Park and Managed Services, Software Subscription +
Recreation Test Environment, Data 0\% $0.00
Migration/Integration Costs, Travel
Expenses, Archival Services
One-Time implementation, Integration,
IT Solutions (for Managed Services, Software Subscription +
Property Test Environment, Data 10\% $177,130.00
Management) Migration/Integration Costs, Travel
Expenses, Archival Services
Total Year 1
Contract Cost $1,771,300.00
IT Solutions will be responsible for paying the annual renewal costs using the IT Solutions Operating Budget using the
departmenYs funds as follows:
Year 2-5 0
Department Description Share of Contract Per Year
Costs
Transportation
and Public Software Subscription + Test Environment 40\% $160,308.00
Works
Water Software Subscription +Test Environment 20\% $80,154.00
Water Software Subscription +Test Environment 20\% $80,154.00
Wastewater
Park and Software Subscription + Test Environment 10\% $40,077.00
Recreation
Property Software Subscription + Test Environment 10\% $40,077.00
Management
Total Year 2-5 Per Year $400,770.00
Contract Cost
In addition to the implementation and renewal costs, funds must be allocated for TPW staff that will assist in the
implementation of the PMIS. This is estimated to be 4400 hours at an estimated cost of $523,043.00.
The action in this M&C will amend the Fiscal Year 2022 Adopted Budget as approved in connection with Ordinance 25073-
09-2021, Section 5. Internal Service Funds, as listed on page 21.
Fund / Department FY2022 M&C Budget Revised FY2022
Adopted quthority Adjustment Budget
Budget Category Budget
Capital Projects Services Fund
Revenues- TPW
Charge for Services $ $
14, 954,248.00 14, 954,248.00
Use of Money &Property $ $
100, 000.00 100, 000.00
Use of Fund Balance/Net Position 3g,513.00 8,513.00
Use of Fund Balance/Net Position This M&C $ $
1,408,693.00 1,408,693.00
TotalRevenues $ $ $
15,092,761.00 1,408,693.00 16,501,454.00
Expenditures- TPW
Transportation and Public Works $14,530,924.00 $14,530,924.00
Transfer to General Fund $3,291.00 $3,291.00
Transfer to Vehicle and Equipment $513,000.00 $513,000.00
Replacement Fund
Transfer to IT Refresh Capital $45,546.00 $45,546.00
Transfer to Capital Project Service-Capital This M&C $1,408,693.00 $1,408,693.00
Fund
Total Expenditures $15,092,761.00 $1,408,693.00 $16,501,454.00
The action in this M&C will amend the Fiscal Year 2022-2026 Capital Improvement program as approved in connection with
Ordinance 25073-09-2021, Section 6. Capital Improvements, as listed on page 22:
Capital Fund FY2022 CIP Budget Revised FY2022
Name Project Name Appropriations Authority Adjustment Budget
30112-ITS P00037-Business $859,401.00 This M&C ($177,130.00) $682,271.00
Capital Fund Applications IT
30102-Capital P00111-Capital
Project Srvc— projects Svcs $233,000.00 This M&C $523,043.00 $756,043.00
Capital fund gusiness
It is the practice of the Water Department to appropriate its CIP plan throughout the fiscal year, instead of within the annual
budget ordinance, as projects commence, additional funding needs are identified, and to comply with bond covenants. The
actions in the M&C will appropriate funds in support of the Water's portion of the City of Fort Worth's Fiscal Years 2022-2026
Capital Improvement Program, as follows:
Capital Revised
Project FY2022 CIP Budget
Fund Name Appropriations Authority Adjustment FY2022
Name Budget
56002- 103782-
W&S Fiscal Year
Capital 2022 Project $ _ This M&C $708,520.00 $708,520.00
Projects Management
Fund Information
System
Funding is available for appropriation from the Water Department Public Utility departmenYs Unspecified-All Funds of the
Water & Sewer Capital Projects Fund, the ITS Other General Government departments Business Applications-IT
programmable project within the ITS Capital Fund and the TPW Construction Inspection departmenYs Net position within the
Capital Project Service operating Fund for the purpose of funding the FY22 PMIS project.
AGREEMENT TERMS: The agreement will be for a five year term with no renewals.
BUSINESS EQUITY - A waiver of the goal for Business Equity subcontracting requirement is approved by the DVIN-BE, in
accordance with the Business Equity Ordinance, because the purchase of goods or services is from sources where
subcontracting or supplier opportunities are negligible.
ADMNISTRATIVE 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 su�cient funds have been appropriated.
Funding for this project was not included in the FY2022-2026 Capital Improvement Program because the bidding process
did not occur until after the development of the FY2022-2026 Capital Improvement Program process. This action in this
M&C will amend the Fiscal Years 2022-2026 Capital improvement Program as approved in connection with Ordinance
25073-09-2021.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are currently available in the Unspecified-All Funds project within the W&S
Capital Projects Fund, the Business Applications-IT programmable project within the ITS Capital Fund and available in net
position within the Capital Projects Service Operating Fund and upon approval of the above recommendations and adoption
of the attached appropriation ordinances, funds will be available in the W&S Capital Projects Fund, ITS Capital Fund
and Capital Project Srvc - Capital Fund for the FY22 PMIS project to support the approval of the above recommendations
and execution of a purchase agreement. Prior to an expenditure being incurred, the IT Solutions Department has the
responsibility of verifying the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year �(Chartfield 2)
Submitted for City Manager's Office by_
Originating Department Head:
Additional Information Contact:
Reggie Zeno (8517)
Valerie Washington (6192)
Anthony Rousseau (8338)
Kevin Gunn (2015)
Cynthia Garcia (8525)
Ashley Kadva (2047)
ATTACHMENTS
05182021 Waiver 21-0134 Project Management Information System WN.pdf (CFW Internal)
13P RFP 21-0188 PROJECT MANAGEMENT INFORMATION SYSTEM ITS ADK funds availability.docx (Public)
13P RFP 21-0188 PROJECT MANAGEMENT INFORMATION SYSTEM ITS ADK 56002 A022(r3).docx (Public)
13PRFP 21-0188 PROJECT MANAGEMENT INFORMATION SYSTEM ITSADK 30112 A022(r2).docx (Public)
13PRFP21-018SPROJECT MANAGEMENT INFORMATION SYSTEM ITSADK 30102 A022(r5).docx (Public)
13PRFP21-018SPROJECT MANAGEMENT INFORMATION SYSTEM ITSADK 30102 A022(r6).docx (Public)
13PRFP21-018SPROJECTMANAGEMENTINFORMATIONSYSTEMITSADK 60102 A022(r4).docx (Public)
FINAL FID TABLE (PMIS updated 5.25.2022).xlsx (CFW Internal)
Form 1295 Certificate 100573604 Signed.pdf (CFW Internal)
SAMs 5.4.22.pdf (CFW Internal)