HomeMy WebLinkAboutContract 39473-B14CAPPENDIX B-14C
In accordance with the Professional Services Agreement signed between Sentari
Technologies , Inc . ("Contractor") and the City of Fort Worth ("Client ") on October 30 ,
2009 , City Secretary Contract ("CSC ") No . 39473 , as amended by CSC No . 39473-A1
on September 16 , 2010 , and CSC No . 39473-A2 on December 14 , 2010 , and CSC No .
39473-A3 on November 13 , 2011 , and CSC No . 39473-A4 on February 21 , 2013
(collectively the "Professional Services Agreement "), Appendix B-14C is incorporated
into the Profess ional Services Agreement and hereby reads as follows :
1 . The term of this work order shall be extended to end when all services have
been completed under this work order as contemplated herein , but not later
than the end date set forth below.
2 . This Work Order incorporates by reference all of the terms and conditions of
the Professional Services Agreement , specifically the serv ices to be provided
under Section 1 of said agreement .
3 . The services to be performed under th is Work Order shall be as follows :
Work Order and Asset Management System (WOAMS) Project Manager
Description of Work:
The Storm Water Management Division (SWMD) within the Transportation and Public
Works Department (TPW) within the City of Fort Worth , Texas , has acquired a new,
Commercial-Off-The-Shelf (COTS) Work Order and Asset Management System
(WOAMS). The system will initially support the needs of the SWMD , though its
utilization may in the future be expanded to other sections of TPW or to other City
departments. The desired WOAMS personnel will :
1. Automate work management practices within SWMD that maintain and repair
storm water infrastructure for the City .
2. Support asset management practices to opt imize maintenance , repair , and
replacement of storm water infrastructure.
3. Integrate with current and anticipated City systems , includ ing the City 's CRM ,
project management , financial , and GIS systems .
4. Convert/migrate certain related data from existing legacy systems to the new
WOAMS
5 . Provide capabilities for inserting additional asset types , work activities , and/or
business processes into the initial implementation , if desired .
The project management work w i ll consist of managing software implementation
activities to be performed by the implementation vendor includ ing , but not limited to
standard key tasks such as preplanning (gain familiarity with scope , timing and budget),
business process reviews/determinations , system installation , data conversion and
cleansing , acceptance and testing , interface development , system integration support ,
cutover activities , staff training, forms design , change management , policy/procedure
modifications , go-live management , post implement · management
(conduct milestone reviews/assess performance) OP L rev iews and
CITY SECRETARY
RECEIVED APR 2 5 2013 FT. WORTH, TX
updates , documentation of project activities , decisions and milestones , and
schedule/attend meetings .
Personnel assigned to provide services under this Work Order:
Name :
Start Date :
End Date :
Payment Terms :
Patty Lake
November 13 , 2012
November 12 , 2013
Payment Rate : $155 .00 per hour
AGREED AND ACCEPTED:
CITY OF FORT WORTH
Date : :±J ~ S' I 1 :?2
APPROVED AS TO FORM AND
LEGALITY:
~~
Senior Assistant City Attorney
SENTARI TECHNOLOGIES INC .
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CITY SECRETARY
Ft WORTH, TX
M&CReview P age 1 of 3
Official site of the City of Fort Worth, Texas
FORTWoRT H
~ .. CITY COUNCIL AGENDA
COUNCIL ACTION: Approved on 4/2/2013
DATE:
CODE:
41212013 REFERENCE
NO.:
G TYPE:
G-17848 LOG NAME:
NON-PUBLIC
CONSENT HEARING:
04TECHNOLOGY STAFFING
AND PLACEMENT SERVICES
NO
SUBJECT: Ratify Expenditures in the Amount of $1,752,038.08 and Au thorize Increase of Additional
Funds in the Amount of $1,201,272.00 for the Existing Professional Services Agreements
for Technology Staffing and Placement Services with Digital Intelligence Systems
Corporation, Matrix Resources Inc., and Sentari Technologies, Inc., for the Information
Technology Solutions Department (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to rati fy expenditures in the amount of
$1,752,038.08 and authorize an increase of funds to the dollar cap for the existing professional services
Agreements for Technology Staffing and Placement Services with Digital Intelligence Systems Corporation,
Matrix Resources, Inc., and Sentari Technologies, Inc., in the amount of $1,201 ,272.00 for a total of
$2,953,310.08 for the Information Technology Solutions Department.
DISCUSSION:
On October 27, 2009, (M&C C-23876) the City Council authorized the City Manager to engage in four
professional services Agreements for Information Technology (IT) contract staffing following a Request for
Proposal process . The term of each Agreement was one year with up to three one-year renewals. The
City uses staff augmentation to supplement City resources for projects that are finite or specialized in
nature or to temporarily fill staff vacancies . No guarantee of a specific volume of services was made to the
vendors and has been contingent upon staffing levels and projects over the course of the terms of the
contracts.
The initial Mayor and Council Communication (M&C) described a projected annual cost in the amount of
$1,660,672.00. Despite the annualized nature of the contract terms, the projected cost, and the annual
appropriation of funds with each budget, the dollar authorization for the total contractual expenditures was
approved incrementally as follows :
Date M&C Amount+
Administrative
Amendments
10/27/2009 C-23876 $ 993,725 .00
8/24/2010 G-17029 $ 932,467 .00
11/16/2010 C-24607 $ 793,028.00
3/22/2011 G-17239 $1 ,532,000.00
Total $4,25 1,220.00
Since 2011 , Staff failed to increase the contractual authority as required, although necessary funding was
appropriated. Lack of correlation between contract authorizations and term extensions contributed to this
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oversight. As a result, actual expenditures and pending invoices totalled $6.0 million, leaving a gap in
Council authorization in the amount of $1. 75 million. Fiscal Year 2010 and Fiscal Year 2011 costs were
driven by the outsourcing review which resulted in an unusually high turnover rate among Staff (38
positions).
The following table is a summary by vendor of actual expenditures for the Agreements:
FY2012 FY2013 I TOT AL I
DISYS 8, 1$ 510 ,881 .05!
HUDSON 0.001$ 94,760.00J
MATRIX 95,123.401$1 ,657, 132 .30!
SENTARI ,086 .831$3,740,484 .73!
TOTAL EXPENDITURES ,332 . 731$6 ,003 ,258 .08!
TOTAL AUTHORIZATION 528 ,122.59$ O.OOl$4,251,220.00!
EXPENDITURES TO BE RATIFIED 861,705 .35!l$890,332 .73!l$1,752,038.08i
Additional procedures have been implemented to better manage future Agreements to ensure a consistent
process for amendments and renewals.
In addition to ratification of expenses already incurred, Staff projects that $1 .2 million will be necessary
through the remainder of the contract terms which expire on November 12 , 2013 . The increased need
during Fiscal Year 2013 is primarily driven by needs for Project Management and specific technical
resources for projects such as Work Order and Asset Management, Payment Card Industry (PCI)
Compliance, Construction of Radio Towers and the new Public Safety (P25) Radio System . Necessary
funds are included in the budget as appropriated.
This M&C will increase the cap in spending in aggregate for the two vendors that IT Solutions will continue to
use. Digital Intelligence Systems Corporation has not met its M/WBE commitment and will not be used for
the remainder of their staff augmentation Agreement. Staff will return for City Council authorization for new
Agreements prior to November 12, 2013.
M/WBE Office: Matrix Resources, Inc., and Sentari Technologies, Inc., each agree to maintain their initial
M/WBE commitment of 10 percent made on the original Agreements and extend and maintain that same
M/WBE commitment of 10 percent to all prior ratifications, administrative changes and increases of funds up
to and inclusive of this Amendment. Therefore, Matrix Resources Inc ., and Sentari Technologies, Inc., each
remains in compliance with the City's M/WBE Ordinance and attests to its commitment by its signature on the
Acceptance of Previous M/WBE Commitment form executed by an authorized representative of its company.
ADMINISTRATIVE AMENDMENT -An administrative amendment or increase may be made for each
Agreement by the City Manager for an amount up to $50,000.00 and does not require specific City Council
approval as long as sufficient funds have been appropriated .
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current operating
budgets, as appropriated, of the participating departments.
TO Fund/Account/Centers
Submitted for City Manager's Office by:
Originating Department Head:
FROM Fund/Account/Centers
Susan Alanis (8180)
Peter Anderson (8781)
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-·Additional Information Contact:
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ATTACHMENTS
Mai Tran (8858)
Barbara Hines (8540)
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