HomeMy WebLinkAboutContract 39473-B23CITY SECRETARY
CONTRACT NO. ,'}9l/73~(ic/3
APPENDIX 8-23
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 , 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-23 is incorporated into
the Professional Serv ices 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 services to be provided
under Section 1 of said ag reement.
3. The services to be performed under this Work Order shall be as follows :
P25 Radio Upgrade Project Manager
Description of Work:
Provide general oversight of the overall P25 Project. Functions will include :
• Developing and maintaining project plans
• Coordination and integration of activities among the d ifferent project managers and their
subprojects
• Developing and maintaining project documentation including but not limited to Gantt
charts , PERT charts , risks , issues , communications , etc.
• Developing contingency plans
• Careful management of project budget
• Identification of resource requirements/constraints and potential effects on project
scheduling
• Coordination with customers and stakeholders
• Chairing weekly update meetings with project teams
• Conducting weekly conference calls for status with project sponsors or project steering
committee
• Conducting periodic update meetings with stakeholders
• Writing reports and providing analyses and presentations relating to budget, schedules ,
risks , issues , etc.
Personnel assigned to provide services under this Work Order:
Name :
Start Date :
End Date :
Payment Terms :
John Eikerts
November 13 , 2012
November 12 , 2013
Payment Rate : $82.00 per hour
RECEIV ED A.PR 2 5 zm 3
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
AGREED AND ACCEPTED :
CITY OF FORT WORTH
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Assistant City Manager
Date 4,{ dS / ! ?2
APPROVED AS TO FORM AND
LEGALITY:
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Senior Assistant City Attorney
SENTARI TECHNOLOGIES INC .
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Date
Contract Author! za-tion OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX Date
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M&C Rev iew
CITY COUNCIL AGENDA
P age 1 of 3
Official site of the City of Fort Worth, Texas
FORTWoRT H
~
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 Authorize Increase of Additional
Funds in the Amount of $1,201 ,272 .00 for the Existing Profess ional 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 ratify 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 Informat ion 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 proj ected cost, and the annual
appropriation of funds with each budget, the dollar authorization for the total contractual expend itures 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 $4,251,220.00
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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M &C Rev iew P ag e 2 of 3
oversight. As a result , actual expenditures and pending invoices totalled $6.0 million , leaving a gap in
Council authorization in the amount of $1 .75 million. F iscal Year 2010 and Fiscal Year 2011 costs were
driven by the outsourcing review which resulted in an unusually high turnover rate among Staff (38
positions).
The following table is a summary by vendor of actual expenditures for the Agreements :
DISYS
HUDSON
MATRIX
SENTARI
TOTAL EXPENDITURES
TOT AL AUTHORIZATION
EXPENDITURES TO BE RATIFIED
FY2013 ! TOTAL I
, 122 .501$ 510 ,881 .05!
0 .001$ 94 ,760 .001
95 ,123.401$1 ,657 , 132 .301
$712 ,086 .831$3 , 740,484 .731
;J>O~IJ ,,, )..)2 . 73 !$6 ,003,258 .081
Additional procedures have been implemented to better manage future Agreements to ensure a consistent
process for amendments and renewals.
In addition to ratificat ion 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 Techno logies, 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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M &CReview
Additional Information Contact:
ATTACHMENTS
Mai Tran (8858)
Barbara Hines (8540)
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=l8237&councildate=4/2/2013
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