HomeMy WebLinkAboutContract 42344-A3 is
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CITY SECRETARY
CONTRACT NO1.
AMENDMENT NO. 3
TO CITY SECRETARY CONTRACT No., 4234,4
Prof+ ssi"on l Services Agreement with Accela, Inc.
WHEREAS, the City of Fort Worth (City) and ACCELA, Inc., Consultant
made entered into City Secretary Clontract No,. 42344, the Agreement)
which was authorized d City Council aria M&C G-1 7379 on September 20, 2011;
and
WHEREAS, the Agreement involves implementation services for
Workorder and Asset Management System software and implementation
services for the St rmwater Utility; and
WHEREAS, the Agreement was amended on, September 14, 2012 by City
Secretary Contract No. 42344-A1 and on May 30! 20,13 by City Secretary
Contract No. 42344-A2 to extend the, terra of performance until the contract funds
have been expended.
WHEREAS,WHEREAS,1 it has become necessary to execute Amendment +n. 3 to the
Agreement, to include an increased scope of work and reprised fee.
HOW THEREFORE, City and Consultant, acting herein by and through
their duly authorized representatives, enter into the following agreement, which
amends the Agreement:
1,
Section 1, 'Scope of' Services,' of the `Pr f ssional Services Agr ment" is
hereby amended to expand the scope of services set forth in Exhibit A, by
adding system configuration, training, and support services for a phased
implementation approach as ,set forth in Appendix B, CEO# 051,, which is attached
hereto, incorporated herein and made a part of the Agreement for all purposes.
2.
Section 2, 'Ter ' of the "Professional cervices Agreement" is amended' to be
and read:
This Agreement shall commence upon October 1, 2011 ('`'Effective Date"')
and shall continue until the expenditure of the $584,3,51.00 appropriated
for the ,Agreement er, expire on June 30, 2014, whichever comes first,
unless terminated earlier in accordance with the previsions of this
Agreement.
Amendment ndment No.3 to CSC No.42344
City of Fort Worth,—Accela,Tf .
Pagel 3 F C RECORD
C Ty CITY SECRETARY
F T
0
To WOR1TH5 TX RE C F I V E-D S'F
Section 3, 'Compensa ion,' of the "Professional Services Agreement" is
amended to be and read:
The City shall pay Consultant an amount not to exceed $584,351.00 in
accordance with the provisions of this Agreement and the Payment
Schedules attached as Exhiblot "B," Attachment "A.1 ," and Attachment
"13-11," which are incorporated for all purposes herein. Consultant shall not
perform any additioinali, services for the City not specified by this
Agreement unless the City requests and approves in writing the additional
costs for such services. The City shall not be liable for any expenses of
Consultant snot specified by this Agreement unless the City first approves
such expenses in writing.
4.
Table I of Exhibit '113," I'Staltement of Work Payment Schedule" is amended to
revise Appendix 1,, as attached and incorporated into, this Agreernent for all
purposes. This amendment includes $71 ,600.00 for additional implementation
services to be performed by Consultant. The Statement of Work Payment
Schedule, Appendix 1 , takes precedent and supersedes all: other documents and
discussions regarding Payment Schedule.
5.
All other provis,ions of the Agreement, which are not expressly amended herein,
shall remain in full force and effect.
[Signature Page Fo!ll!ows]
Aniendrrient No.3 to CSC No.423144
of Fort,Worth— ,cc ela,Inc.
Page 2 of 3
EXECUTED and AGREED' on this the day of
2�01 3,1 in Fort Worth, Tarrant County, Texas.
CITY OF FORT WORTH ATTEST-.
Fernando Costa
Assistant City Manager City Secrtg
0
00000
APPROVED AS TO FORM CONTRACT AUTHORI
AND LEGALITY.- M&cj'
Approved
�4 6L"' S
llesli "Farmer
Senior Assistant City Attorney
AC C E I l ll
Colin Samuels
Assistant General Counsel
ATTEST:
lJam .
Title. Y.
OFFICIAL RECORD
Amendment No.3 t o CSC`No,,42344 CITY SECRETARY
City Fort Wort —Accel , .pie,
Pe 3 of 3 FTs WORITHf TX
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A
Ac%cela, Inc. Change Order—Work Authorization Form
r .
H oD"E .
Agency: City of Fort Worth, TX C 5
Project Code FORTIAAIMPI Date: 05/03/2013
Initiating Department. Services
Initiated Ean Darbo
Change Category 'rodNCt Z Project Contract Maintenance
PROJECT CHANGE D,ESCRI'PTIO,N/TASK SUMMARY:
Purpose: The City Fort "' i
�o u" "'�'ortl�,T� � decoded to u.ut�lu�e a played approach to go-live for�ccela Automation for
Asset Management and gait for Accella s release 7.3.1 for additional functionality" This Change Order includes
updates to existing payment milestones,and additional hOUrs/milestones in order to account for extended timeline and
the additional work that is required it)order to successfully conduct two go-lives,
Upon a solidified release date for :ccela Automation 7,31,Agency will engage, ccela Services through their Account
Manager signifying a desire and'readiness to begin Phase 2 of the implementation.
p
Description.- The following sections provide the detail of new tads and updates to existing payments in order to
sLupport the phased go-live. See Appendix I for updated Payment Schedule"
The following new tads will he added'to the project.
Project Management—Phase 2,60 hours of additional Project Management time for Phase 2.
Configuration Updates,1 oo hours of consulting support,updates to existing configuration and new configuration
based on 7.3.1 feature set. These hours can be used at the Agency's diiscretion for Accela Automation
configuration,scripting,and report updates,
Issue Resolution,610 hours of issue resolution in support of testing new features and integration into existing
configuration"
Data Conversion and Interface Phase 2,40 fours of support for additional data conversion for,and ITS
Interface testing andor issue resolu.ution.
Go-Lure Preparation—Phase 2, 1 oo hours of support for o-live planning and configuration migration/mergle
from devtest environment to,p roduction
Onsite Go-Lure Support,64 lours of onsite, go-live support to assist users with system usage and Tissue
resolution.
Ad-Hoc Report Training,8 hours of Ad-Hoc report training and workshop.
Ad-Hoc Report Setup,40 hours of support to install setup and ensure the ad-hoc reporting module is working for
the Agency.
hours from the original,project and re-allocated in Change Order 4,will be applied to this effort. The net additional
hours included in this Change Order is 338 hours.
The following tads will he updated
Retention,, 5 of the original contractual retention amount of$91,,18,2.010 will he released upon completion
of the Phase I go-lure,specifically,turnover to the Accela Customer Resource Center" The additional 25
vial he released two weeks following the Phase 2 go-live,
New Milestones to support Phased Go-Live
2013 Accela,,Inc. FORTWIMP Change Order 005 rage I
Ac,cela, Inc. Change Order—Work Authorization
e.
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- � � ,
olurs
Project Management—Phase 2 6
o
�mm
Issue Resolution
Data Conversion—Phase 2 40
�o�[�ire Pre er�tonha�e 1010
Onsite Go-Live ve Su —Phase 2 64
Ad-Hoc Report'Tresrrin
Ad Hoc Report
Total 472
Additional Travel Budget '2 Trips for Onsite S� �� l A�
Updates to final retention p r ents
`b r pt,iiQ,,n Delilve�aolle' )
75%Reeteinog,e of Contracted Services—Phase 1 $68)386.60
25%Re atnage of Contracted Services—Phase 2 2," ,
Assumptions
Phase 2 implementation will occur over three(3)month duration.
A high level project plan will he created at the onset of Phase 2,as signified by the agencies readiness to
proceed.
0 accela will staff resources per the agreed upon project plan,
0 The terms of this additional scope are Time and Materials. The agency may choose to re--Bloc to time to
other task as desired
i accela will receive 6 weeks advance notification from agency on desired start date.
Total Project Schedule Impact,, add 3 months to project timeline,pending 7,3,1 release,in order to account for Phase 2 Go-
Live and go-lire support activities.
Total Pro eGt Resource Impact.-addition of 338 hours of aooele staff time,including the re-allocated 134 hours from Change
Order 4 for e total of 472 fours
Total Project Cost Impact: addition of 338 Tirne and Materials hours at a rate of$200/hour for a totail of$ 7, 00.010.
Addition of a not to exceed amount of$4,0001.00,to elxpiense'budget to account for two onsite resources during phase 2 go-live-
support. Expenses will be billed as actduals per rules set forth in the contract.
DISPOSITION COMMENTS:
Disposition'. e ected dosed See Comments
" itlon.
Fate:
2013 a cele,Inca FORT MIME"—Change girder 005 Page 2
Acce Change Order Work Authorization Form
. 0 r
SIGNATURE AND ACCE'P'TANCE
The above Services will be perforineld in accordance with this Cti n e Order/Work Authorization and the provisions of
the Contract for the purchase,n)odif c,ati n, and,maint ance of the Accela systems., The approval �f this Change
Order i will'acct as a Work Authorization for Accela avid/or Agency to pleff rin work in accordance with this Change
Order,including any new payment terns identified in this,Chanige Order, This Change Order,takes precedent and
SUpersedes all other documents,and diSCUSSions regarding this subject matter.,
e
Acre
City of Fort Worth, 'X Accela, Inc.
Signature:
Lee,Ann (Aug 20 2013)
7e"41�4
Email: Itir ari cL .c
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Print Nape Print arse. L :5 k6i
Title: Title: �& ,
2013 Accela,I Inc. FORT"1AA1MP Change Order 005 Page 3
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C Review Page I oft
Official site of the City of Fort Woit[.i,Texas
CITY COUNCIL AGENDA
FORTWORTI]
COUNCIL ACTION: Approved on 816/2013
I� VIV � OmNV , I IIIOOOIIIIIIIIOIOIIUIIIV lull I
DATE: 8/6/2013 REFERENCE O. **C-26375 LOG NAME: 20S'W-WOIAMS-
AMEI E I
CODE: C TA'P'E. CONSENT PUBLIC No
HEARING:
SUBJECT: Auth�ori o Execution of Amendment No. 3 to City Secretary Contract No. 4l2344 with
A000la, Inc., in the Amount of$71,600.00 for Work order and Asset Management System
Softwar e Configuration and Implementation Services for the Stormw tor Utility Thereby,
Increasing the Total Contract Amount Not to Exceed $584,351.0 (ALL COUNCIL
DISTRICTS)
�iWiWuIMI�IIIIOIOIIIIIIIIIIIIVIIIIIIIIIIIIII IIIVIIIIII IYtlIV0001 Y(ifn1fo111IV Ilf �uoioii r i µ WI�INIO NVIV IVD
RECOMMENDATION.-
It is recommended that the City Council authorize the execution of Amendment No. 3' to City
Secretary Contract No. 42,344 with Aooela, Inc., in the amount of$71,6010.00 for Work order,and
Asset Management System software configuration and implementation services for the Stoirmw ter
Utility, thereby, increasing the total contract cost amount not to exceed $584,351.00..
DISCUSSION:
On September 20 2O11, (M&C G-17379 the City Council approved a n Ag re,ement with Aooela, Ino.
for Work Order and Asset Management System software and implementation services for the
Stormw,ater Utility. No-cost Amendments have subsequently been executed on two occasions to
extend the term of performance of the Agreement.
The amendment recommended by this Mayor and Council: Communication is for additional
configuration, training and support during implementation, of valuable new system features that have
been developed by A000la, Inc., since the execution of the original Agreement. Among other things,
the new features will greatly enhance-the integration and usefulness of the system with the City's
Geographic Information System as well as provide for much more efficient entry, tracking and
reporting on key work order data.
,koala, Inc., proposes to perform the additional services on a time and m toria,ls basis of a not-to-
exceed, foe of$71,600.00, thorlelby, increasing the, total contract cost amount not to-exceed
$584,351.00. Staff has reviewed this price and, determined it t be fair,and reasonable for the scope
of services proposed.
I BE office Regpuost for Waiver of MIBEANBE Subcontracting/Supplier Goal was submitted by
the Transportation Public,Works Department and approved by the IVIN" E office because the
purchase of goods or services is from sources where subcontracting or supplier opportunities are
negligible.
ADMINISTRATIVE AMENDMENT - An administrative Amendment or increase may be made by the
City Manager in the ,amount up to $50,000.00, and does not require specific City Council approval as
long as sufficient funds have been appropriated.
This project will include ALL COUNCIL DISTRICTS.
FISCAL INFOR ATIONXERTIFICATION:
The Financial Management Services Director certifies that funds are available in the current operating
budget, as appropriated, of the Stormwater Utility Fund.
.htt;p: ap s.o wnet.o /council_pa kot o ov e .as ?t.D=t 8678&coti.n.oi ate=8 l 3 9/6'2013
&C Review Page 2 of 2
TO: Fund/Account/Centers FROM" Fun,d/Account/Cen,ters
PE69 539 20 0209000 $71&00-00
Submitted, for City Manager's Office b3L- Fernando Costa (6122),
Oriqinati,ng Department Head: Douglas, W. Wiersig (78,01)
Additional Information Contact-, Mae�nica B,eirry (8198)
ATTACHMENTS
http.-Happs.cfwnet.,org/councll__packet/mc—review.asp?ID=1 8 67'8&council date—8/6/2 0 13 9/6/2013