HomeMy WebLinkAboutContract 39429-A1Amendment No. 1
STATE OF TEXAS § CITY SECRETARY NO. J iLO-1 '-A,
(M&C Needed)
COUNTY OF TARRANT §
WHEREAS, the City of Fort Worth (City) and CH2M HILL (Engineer)
made and entered into City Secretary Contract No. 39429 (the Contract)
which was authorized by the City Council by M&C C-23842 on the 27th day of
October 2009; and
WHEREAS, the Contract involves engineering services for the following
project:
Integrated Program Management, Phase 3
Project No. 00953
WHEREAS, it has become necessary to execute Amendment No. 1 to
said Contract to include an increased scope of work and revised maximum
fee;
NOW THEREFORE, City and Engineer, acting herein by and through
their duly authorized representatives, enter into the following agreement
which amends the Contract:
1.
Article I of the Contract is amended to include the additional
engineering services specified in Attachment A - Scope of Work Amendment
No. 1, a copy of which is attached hereto and incorporated herein. The cost
to City for the additional services to be performed by Engineer total
$454,000.00.
2.
Article II of the Contract is amended to provide for an increase in the
maximum fee to be paid to Engineer for all work and services performed
under the Contract, as amended, so that the total fee paid by the City for all
work and services shall not exceed the sum of $4,853,108.00.
3.
All other provisions of the Contract, which are not expressly amended
herein, shall remain in full force and effect.
OFFICIAL REXORD
Contract Amendment No. 1 CITY SECRETARY
Page 1 of 2 FT. W,#OFTR� TX
Executed on this the
144,
Worth, Tarrant County, Texas.
APPROVAL RECOMMEN ED:
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Randle H wo d, Vetor
Program Management Office
CH2M HILL
ENGINEER
By:
Name: Greaory S. Welch, P.E.
Vice President
309 W. 7th Street, Suite 1020
Fort Worth, TX 76102
day of , 2010, in Fort
APPROVED AS TO FORM AND LEGALITY:
41L—
Amy Rairrisey
Assistant City Attorney
APPROVED:
Fernando Costa
Assistant City Manager
ATTEST:
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Contract Autrorizati
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, Tx
Contract Amendment No. 1
Page 2of2
Attachment A
Scope of Work
Under Agreement between City of Fort Worth and CH2M HILL
for
Integrated Program Management for Capital Project Delivery, Phase 3
AMENDMENT NO. 1
Objective
The goal of this amendment is to extend the level and duration of selected IPM services
through approximately April 1, 2011 (beyond the scheduled end of Phase 3 in October
2010).
The specific services to be provided under this amendment are described below.
Amendment No. 1 Overview
Amendment No. 1 provides additional funding for continuing selected services
associated with Tasks 1, 2, and 3.
Task 1. Management and Communication
Subtask 1.1. Program Management and Communication
• Description of Work:
a) Limited informal reporting
b) Monthly streamlined invoice preparation
c) Attendance at no more than 1 Executive Team meeting and 1 IPM
coordination meeting per month
• Key Assumptions:
— Comprehensive monthly IPM report will no longer be prepared during the
amendment period.
— Executive Team Meetings are assumed to occur monthly, with one (1) IPM
staff attending on average.
— Anticipated end of this activity is on or before April 1, 2011
• Major Deliverables:
— Agendas and meeting summaries for Executive Team mtgs.
• Subtask Leader: Ken Hall
Attachment A: City of Fort Worth Phase 3 IPM Amendment No. 1 A-1
Task 2. IPM and Organizational Development
Subtask 2.1. Process and Tool Development
• Description of Work:
a) Lead issue -specific or organization -specific improvement efforts to address
key ongoing issues.
b) Support implementation of IPM sustainability strategy
c) Provide training as requested by CFW Project Manager
• Key Assumptions:
- LOE is limited to the proposed budget for this activity
- Anticipated end of this activity is on or before April 1, 2011
• Major Deliverables:
- Any developed tools, forms, presentations, or training materials.
• Subtask Leader: Don DeWolfe
Task 3. CIP Delivery
Subtask 3.1. IPM Program Controls and Reporting System Improvement
• Description of Work
a) Support continued operation and potential improvement of CFW internal and
external (public -facing) project status dashboards
b) Support potential limited improvements of CFW internal and external (public -
facing) project status dashboards
c) Provide funding for additional improvements to CFW CPMS.
Key Assumptions
- LOE is limited to the proposed budget for this activity
- Anticipated end of this activity is on or before April 1, 2011
- CFW staff are responsible for managing subconsultants working on CPMS,
reviewing their invoices, and developing their detailed scopes of work
• Major Deliverables
- CPMS improvements and documentation
- Dashboards and associated documentation
• Subtask Leader: Ken Hall
Subtask 3.2. IPM Program Controls and Reporting System Maintenance
No work on this subtask under Amendment No. 1
Subtask 3.3. IPM Schedule Management and Status Reporting
• Description of Work
a) Transition processes to CFW project controls staff
b) Train CFW project controls staff
Attachment A: City of Fort Worth Phase 3 IPM Amendment No. 1 A-2
c) Assist CFW with regular monthly schedule update process with the project
manager and contractors/designers. Help check, clean up, and upload
updated schedules to the schedule database and integrate into the Master
Schedule.
d) Provide proactive schedule -based planning and management assistance to
CFW PMs, including mentoring on using schedules as a management tool to
expedite projects as part of the monthly schedule update process. and various
training efforts.
e) Assist with schedule database integrity. QC and troubleshoot visualization of
data on all levels of dashboards.
f) Assist with development of desired reports.
Key Assumptions
— LOE is limited to the proposed budget for this activity
— Anticipated end of this activity is on or before April 1, 2011
— Project scheduling by contractors and consultants will be performed by
appropriately trained staff and meet specification requirements.
— CFW PMs, as well as consultant designers and contractors, will be available
for schedule reviews and updates.
— Schedule updates will be performed every month.
Major Deliverables
— Master schedule organized by an Enterprise Project Structure (EPS) with drill
down to a project with WBS level organization.
— Updated project schedules every other month.
— Bid Advertisement schedule report card (every month).
— Upcoming Project list report for posting to City Purchasing web site.
Subtask Leader: Darrell Moseley
Task 4. Contractor Development
No activities under Amendment No. 1.
Task 5. Public Involvement and External Communications
No activities under Amendment No. 1.
Task 6. Additional Services as Requested by City
No activities under Amendment No. 1.
Attachment A: City of Fort Worth Phase 3 IPM Amendment No. 1 A-3
ATTACHMENT B
COMPENSATION
Design Services for
Integrated Program Management, Phase 3 Amendment 1
City Secretary No. 39429
City Project No. 000953
Time and Materials with Multiplier Project
Compensation
A. The ENGINEER shall be compensated for personnel time, non -labor expenses,
and subcontract expenses in performing services enumerated in Attachment A
as follows:
Personnel Time. Personnel time shall be compensated based upon hours
worked directly in performing the PROJECT multiplied by Direct Salaries
multiplied by a factor of 3.2.
Direct Salaries are the amount of wages or salaries paid ENGINEER's
employees for work directly performed on the PROJECT, exclusive of all payroll -
related taxes, payments, premiums, and benefits.
ii. Non -Labor Expenses. Non -labor expenses shall be reimbursed as Direct
Expenses at invoice or internal office cost.
Direct Expenses (non -labor) include, but are not limited to, mileage, travel and
lodging expenses, mail, supplies, printing and reproduction services, other direct
expenses associated with delivery of the work; plus applicable sales, use, value
added, business transfer, gross receipts, or other similar taxes.
iii. Subcontract Expenses. Subcontract expenses and outside services shall
be reimbursed at cost to ENGINEER plus a markup of ten percent (10%).
iv. Budgets. ENGINEER will make reasonable efforts to complete the work
within the budget and will keep the City informed of progress toward that end so
that the budget or work effort can be adjusted if found necessary.
ENGINEER is not obligated to incur costs beyond the indicated budgets, as may
be adjusted, nor is the City obligated to pay ENGINEER beyond these limits.
If ENGINEER projects, in the course of providing the necessary services, that the
PROJECT cost presented in Article 2 of this Agreement will be exceeded, whether
by change in scope of the project, increased costs or other conditions, the
ENGINEER shall immediately report such fact to the City and, if so instructed by
the City, shall suspend all work hereunder.
When any budget has been increased, ENGINEER's excess costs expended prior
to such increase will be allowable to the same extent as if such costs had been
incurred after the approved increase.
City of Fort Worth, Texas
Attachment B
PMO Official Release Date: 5.19.2010
Page 1 of 4
B-1
ATTACHMENT B
COMPENSATION
B. The ENGINEER shall be paid monthly payments as described in Section II -
Method of Payment.
II. Method of Payment
A. The ENGINEER shall be paid by the City based upon an invoice created on the
basis of statements prepared from the books and records of account of the
ENGINEER, based on the actual hours and costs expended by the ENGINEER
in performing the work.
B. Each invoice shall be verified as to its accuracy and compliance with the terms of
this Agreement by an officer of the ENGINEER.
C. ENGINEER shall prepare and submit invoices in the format and including content
as presented in Exhibit B-1.
D. Payment of invoices will be subject to certification by the City that such work has
been performed.
III. Progress Reports
A. The ENGINEER shall prepare and submit to the designated representative of the
Program Management Office monthly progress reports and schedules in the
format required by the City.
City of Fort Worth, Texas
Attachment B
PMO Official Release Date: 5.19.2010
Page 2 of 4
B-2
ATTACHMENT B
COMPENSATION
IV. Summary of Total Project Fees
Firm
Primary Responsibility
Prime Consultant
CH2M HILL, Inc.
Program Mgmt, Project
Controls, Process
Improvements
Proposed M/WBE Sub -Consultants
CP&Y, Inc.
Project Controls
Brunson Technical
Project Controls
Associates
Non-M/WBE Consultants
Skire and/or Victory CPMS enhancements
Services
Critigen Dashboard enhancements
Project Number & Name
City Secretary No. 39429 — IPM Phase
3, Amendment 1
City M/WBE Goal = 28%
City of Fort Worth, Texas
Attachment B
PMO Official Release Date: 5.19.2010
Page 3 of 4
TOTAL
Total Fee
$454, 000
Fee Amount I %
$180,649 39.8%
$161,843 35.6%
$41,008 9.0%
$50,500 11.1 %
$20,000 4.4%
$454,000 1 100%
M/WBE Fee M/WBE %
$202,851 44%
Consultant Committed Goal = 39%
MR
EXHIBIT "B-1"
ENGINEER INVOICE
(Supplement to Attachment B)
Insert required invoice format following this page, including negotiated total budget and
allocations of budgets across work types and work phases.
City of Fort Worth, Texas
Attachment B
PMO Official Release Date: 5.19.2010
Page 4 of 4
B-4
Professional Services Payment Request Project Manager: Doug Rademaker Summary
Project: IPM Phase 3 Amendment 1
City Project M 000953
City Sec Number: 39429 Consultant Instructions:
Purchase Order:
Fill In green cells including Invoice Number, From and To Dates and the included worksheets.
Company Name: CH2M HILL, Inc. When your Invoice is complete, save and close, start Buz saw and Add your invoice to the
Consultant folder within Project's folder.
Consultant's PM:
Ken Hall email:
khall@ch2m.com
Vendor Invoice #:
Office Address 309 West 7th street, suite 1020
Payment Request #:
Telephone:
817.313.1576
From Date:
Fax:
To Date:
Invoice Date:
Agreement
Agreement Amendment
Amount to Amount Percent ($) Invoiced Current
Sheet
FAC and Work Type Description
Amount Amount
Date Spent Spent Previously Invoice
Work Type 1
IPM Transition Support C295 541200 201959990100
$4,399,108.00 $454,000.00
$4,853,108.01]
Work Type 2
Work Type 3
Work Type 4
Work Type 5
Work Type 6
Totals This Payment Request $4.399,108.00 $454,000.00 $4,853,108.00
Overall Percentage Spent:
Remaining
Balance
$4,853,108.00
$4.853.108.00
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 9/28/2010
DATE: Tuesday, September 28, 2010 REFERENCE NO.: **C-24481
LOG NAME: 021PM PHASE 3 AMENDMENT
Ste:
Authorize Amendment No. 1 in the Amount of $454,000.00 to City Secretary Contract No. 39429, a
Professional Services Agreement with CH2MHill, for Additional Project Control/Transition Services for
Integrated Program Management, Phase 3
It is recommended that the City Council authorize the City Manager to execute Amendment No. 1 in the
amount of $454,000.00 to City Secretary Contract No. 39429, a Professional Services Agreement with
CH2MHill, for additional Project Control/Transition Services for Integrated Program Management, Phase 3,
thereby revising the contract amount to $4,853,108.00.
On October 27, 2009, (M&C C-23842) the City Council authorized the execution of a professional services
contract in the amount of $4,399,108.00 with CH2MHill for implementation of Phase 3 of the City's ongoing
Integrated Program Management (IPM) initiative (City Secretary Contract No. 39429).
Phase 3 services to be performed by CH2MHi11 include:
1. The integration of regular project schedule and status updates into standard City processes;
2. The focus of cultural change efforts on ownership of IPM improvements, strategic communications
between Program/Project Managers across the City, Project Manager/Construction Inspector roles and
responsibilities and Project Manager negotiation skills:
3. The delivery of project dashboard enhancements which improve the methods of viewing project schedule
and financial information;
4. The building of project delivery and contractor capacity/participation opportunities;
5. The transfer of ownership of IPM program processes and consultant responsibilities to City staff resulting
in sustainable, long term capital project delivery capabilities for the City; and
6. The provision of contract project delivery support services for storm water improvements projects to be
constructed by the City's Storm Water Utility.
On September 14, 2010, staff and CH2MHi11 representatives provided the Council's Infrastructure and
Transportation Committee with an overview of IPM program accomplishments and recommendations for
long—term program sustainability. The long—term sustainability of the City's IPM initiative is dependent upon
having strong project control processes and trained staff in place prior to the departure of the City's
consultant. All project control functions, including project scheduling, database management, dashboard
operations and staff training are currently being transitioned from the consultant to the City staff.
When the IPM initiative was originally developed, it was anticipated that the program would consist of the
following four phases:
Phase 1 — Assessment
Phase 2 — Development/Implementation
Phase 3 — Implementation/Transition
Phase 4 — Transition/Ownership
It is anticipated that Phase 3 of the project will be completed on or about October 31, 2010. Based upon the
program accomplishments to date and the ongoing transition activities and project control staff training
efforts that are currently underway, staff believes that a formal Phase 4 will not be necessary and that the
remaining program transition work would best be accomplished by amending the current Phase 3 contract to
provide additional program control/transition services for approximately 6 months. Elimination of Phase 4 of
the program will result in a savings of approximately $500,000.00 to the City.
It is staff s recommendation that CH2MHill's Phase 3 contract be amended to provide additional project
control/transition services in order to ensure that the City's IPM Initiative is fully transitioned resulting in
long—term program sustainability for the City.
It is anticipated that the required project control resources will be in place and the City's IPM program will be
fully transitioned from CH2MHill to the City by April 1, 2011.
CH2MHill, Inc., agrees to maintain its initial M/WBE commitment of 39 percent that it made on the original
agreement and extend and maintain that same M/WBE commitment of 39 percent to this first amendment.
Therefore CH2MHill, Inc., remains in compliance with the City's M/WBE Ordinance and attest to its
commitment by its signature on the Acceptance of Previous M/WBE Commitment form executed by an
authorized representative of its company.
FISCAL. INFORMATION:
The Financial Management Services Director certifies that funds are available in the current capital budget,
as appropriated, of the 2007 Critical Capital Projects Fund.
141DIRINNE I EIRM
In n i r7l I • • %, IV U <i,• 6i . •
: I 1. 4 1 1, rll •. 1 1 1 1 .•.
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Fernando Costa (6122)
Randle Harwood (6101)
Douglas Rademaker (6157)