HomeMy WebLinkAboutOrdinance 26788-03-2024Ordinance No. 26788-03-2024
AN ORDINANCE INCREASING ESTIMATED RECEIPTS AND
APPROPRIATIONS IN THE WATER AND SEWER CAPITAL PROJECTS FUND
IN THE AMOUNT OF $700,000.00, FROM AVAILABLE FUNDS, FOR THE
PURPOSE OF FUNDING THE WATER CIS METER TO CASH PROGRAM
PROJECT (CITY PROJECT NO. 104667); PROVIDING FOR A SEVERABILITY
CLAUSE; MAKING THIS ORDINANCE CUMULATIVE OF PRIOR
ORDINANCES; REPEALING ALL ORDINANCES IN CONFLICT HEREWITH;
AND PROVIDING AN EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH,
TEXAS:
SECTION 1.
That in addition to those amounts allocated to the various City departments for Fiscal Year 2023-2024 in the
Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the Water
and Sewer Capital Projects Fund in the amount of $700,000.00, from available funds, for the purpose of
funding the Water CIS Meter to Cash Program Project (City Project No. 104667).
SECTION 2.
That should any portion, section or part of a section of this ordinance be declared invalid, inoperative or void
for any reason by a court of competent jurisdiction, such decision, opinion or judgment shall in no way impair
the remaining portions, sections, or parts of sections of this ordinance, which said remaining provisions shall
be and remain in full force and effect.
SECTION 3.
That this ordinance shall be cumulative of Ordinance 26453-09-2023 and all other ordinances and
appropriations amending the same except in those instances where the provisions of this ordinance are in
direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions of
said prior ordinances and appropriations are hereby expressly repealed.
SECTION 4.
This ordinance shall take effect upon adoption.
APPROVED AS TO FORM AND LEGALITY:
&)'=' ¢
Assistant City Attorney
ADOPTED AND EFFECTIVE: March 26, 2024
CITY SECRETARY
Jannette S. Goodall
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 03/26/24 M&C FILE NUMBER: M&C 24-0235
LOG NAME: 13P RFP 24-0002 WATER CIS CONSULTING SERVICES AW WATER
SUBJECT
(ALL) Authorize Execution of Agreement with EMA, Inc. for the Purchase of Consulting Services Related to the Implementation of a New Water
Customer Information System for the Water Department for a Contract Amount Up to $1,200,000.00 for a Five -Year Initial Term, Authorize Annual
Renewal Options, and Adopt Appropriation Ordinance to Effect a Portion of Water's Contribution to the Fiscal Years 2024-2028 Capital
Improvement Program
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of an agreement with EMA, Inc. for the purchase of consulting services related to the implementation of a new Water
Customer Information System for the Water Department for a contract up to $1,200,000.00 for an initial five-year agreement term and
authorize annual renewal options to be used only in the event that the project is not completed during the initial term; and
2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Water & Sewer Capital Projects Fund
in the amount of $700,000.00, from available funds, for the purpose of funding the Water Customer Information System (CIS) Meter to Cash
Program project (City Project No. 104667) to effect a portion of Water's contribution to the Fiscal Years 2024-2028 Capital Improvement
Program.
DISCUSSION:
The Water Department approached the Purchasing Division for assistance with securing an agreement for the purchase of Water Customer
Information System consulting services to replace their current CIS. The consulting services will -be used to perform a needs assessment and
assist in the development of the Request for Proposal (RFP) specifications for the CIS, and assist in selecting and implementing the new CIS. The
project will take place in phases: phase 1 consists of the needs assessment and RFP development; phase 2 will consist of selecting a CIS
replacement solution and system implementor, phase 3 will consist of implementation and successful launch of the new CIS.
Purchasing issued an RFP that consisted of expectations and deliverables for each phase of the project, the qualifications and experience
preferred, and the communication and project management requirements. The RFP was advertised in the Fort Worth Star -Telegram on November
1, 2023, November 8, 2023, November 15, 2023, November 22, 2023, November 29, 2023, and December 6, 2023. The City received twelve
responses. However, upon an initial evaluation of responsiveness and responsibility, four proposers, Avero LLC dba Avero Advisors, Bid Lab,
LLC, Ernst & Young, LLP, and Software Professionals, Inc. did not meet the minimum requirements for their proposal to be evaluated and were
deemed non -responsive in accordance with the proposal documents.
An evaluation panel consisting of representatives from the Water and Financial Management Services Departments reviewed and scored the
proposals using Best Value criteria. During the technical evaluation, three proposers, Utility Planning Network, Validos, LLC, and Whitlock
Consulting Group, LLC dba WCG Consulting, did not score at least 50% of the total available points for technical criteria and were deemed non-
responsive in accordance with the proposal documents.
After the initial technical evaluations, the two firms with the highest scores, Raftelis Financial Consultants, Inc. dba Raftelis and EMA, Inc. were
interviewed on January 17, 2024, and January 19, 2024, respectively. The City requested a Best and Final Offer (BAFO). EMA, Inc. submitted a
BAFO resulting in changes to the points allocated for the cost of service; Raftelis chose not to submit a BAFO, and stayed firm on their initial offer.
The individual scores were averaged for each of the criteria and the final scores are listed in the table below.
Bidder
Evaluation Factors
]Fa]Fb
]Fc d Total score
EMA, Inc.
33.30
16.00
11.40
20.00
80.70
Raftelis Financial
Consultants, Inc. dba
35.10
80H
F
14.45
74.25
Raftelis
Proposer was not selected for an
Proposer was not selected for an
Berry, Dunn, McNeil &
Parker, LLC
23.40
E40
H
interview; therefore, cost was not
interview; therefore, cost was not
evaluated
evaluated
IF-IF-IF-11
Proposer was not selected for an 11
Proposer was not selected for an
E Source Companies, LLC
24.30nn�
interview; therefore, cost was not
11
interview; therefore, cost was not
evaluated
evaluated
—
Proposer was not selected for an
Proposer was not selected for an
West Monroe Partners,
25.20
10.80
7.20
interview; therefore, cost was not
interview; therefore, cost was not
LLC
evaluated
evaluated
Proposer did not score 50% of the
Proposer did not score 50% of the
Utility Planning Network
18.00
KOO
H
technical points; therefore, cost was not
technical points; therefore, cost was not
evaluated
evaluated
Proposer did not score 50% of the
Proposer did not score 50% of the
Validos, LLC
13.50
SH
technical points; therefore, cost was not
technical points; therefore, cost was not
evaluated
evaluated
Proposer did not score 50% of the
Proposer did not score 50% of the
Whitlock Consulting Group,
23.40
HE
technical points; therefore, cost was not
technical points; therefore, cost was not
LLC dba WCG Consulting
evaluated
evaluated
Best Value Criteria:
a. Consultant's project approach and methodology for all three phases to provide services such as project management and execution of
services
b. Consultant's qualifications, project experience, and references
c. Team's Key Personnel
d. Cost of service
After evaluation, the panel concluded that EMA, Inc. presented the best value. Therefore, the panel recommends that Council authorize an
agreement with EMA, Inc. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the recommended
vendor's proposal met specifications.
The initial phase of the project is estimated to cost $400,000.00. If the contractor and the City both agree to proceed with Phase 2 and 3 of the
project, the contract will be amended to add the additional $800,000.00 as approved by this M&C up to $1,200,000.00. If not, the City will proceed
with a new bid for a contractor for the remaining phases. Mayor & Council 23-0980, approved on November 14, 2023, funded phase 1 of this
project. This M&C will fund the remaining balance needed for the entire project including any renewal option that may be exercised by the City.
It is the practice of the Water Department to appropriate its GIP 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 2024-2028 Capital Improvement Program, as follows:
6013P RFP 24-0002 WATER CIS CONSULTING SERVICES AW WATER - Work
FY2024 CIP
Budget
Revised FY2024
Capital Fund Name
Project Name
Appropriations
Authority
Adjustment
Budget
W&S Capital Projects -- Fund
104667 -Water CIS Meter To Cash
il
$500,000.00
I
This M&C
$700,000.00
$1,200,000.00
56002
Prgm
Funding is currently available in the Unspecified -All Funds project within the Water & Sewer Capital Projects Fund for the purpose of funding the
Water CIS Meter To Cash Program project.
Appropriations for the Water CIS Meter To Cash Program project are as depicted below:
Fund
Existing App
lAdditional Appropriations
Project Total"
W&S Capital Projects Fund 560:2]1
$500,000.00
$700,000.00
$1,200,000.00
Project Total 11
$500,000.00
$700,000.00
$1,200,000.00
'Numbers rounded for presentation purposes.
DVIN-BE: 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.
AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire five years from that date.
RENEWAL TERMS: This agreement may be renewed annually only in the event that the project is not completed during the initial term. The
expiration date of the agreement will not alter the maximum funding authorized for the agreement.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.
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.
FISCAL NFORMATIQNCERT F CATION:
The Director of Finance certifies that funds are available in the Unspecified -All Fund project within the W&S Capital Projects Fund and upon
approval of the above recommendations and adoption of the attached appropriation ordinance, funds will be available in the W&S Capital Projects
Fund for the Water CIS Meter To Cash Prgm project to support the above recommendations and execution of the contract. Prior to any expenditure
being incurred, the Water Department has the responsibility of verifying the availability of funds.
Submitted for City Manager's Office by. Reginald Zeno 8517
Fernando Costa 6122
Originating Business Unit Head: Reginald Zeno 8517
Christopher Harder 5020
Additional Information Contact: Jo Ann Gunn 8525
Alyssa Wilkerson 8357