HomeMy WebLinkAboutContract 61477-A1CSCO No. 61477-A1
AMENDMENT NO. 1
TO CITY OF FORT WORTH CONTRACT 61477
This Amendment is entered into by and between the City of Fort Worth (hereafter
"City"), and Colette Holt and Associates ("Vendor"). City and Vendor may be referred to
individually as a Party and collectively as the Parties.
WHEREAS, on May 30, 2024, the Parties entered into City Secretary Contract 61477
for Vendor to conduct utilization and availability analysis services for City's Diversity and
Inclusion Department ("Agreement");
WHEREAS, additional scope is now necessary to complete the project and the Parties
wish to amend the Agreement to increase the total compensation amount allowed under the
Agreement by $50,000.00 for a new total amount up to $200,000.00 in order to compensate Vendor
for the additional work.
NOW, THEREFORE, the Parties, acting herein by and through their duly authorized
representatives, enter into the following agreement:
1.
AMENDMENTS
Section 3, the Compensation provision of the Agreement, shall be deleted in its entirety and
amended to read as follows:
City shall pay Vendor an amount not to exceed Two Hundred Thousand Dollars ($200,000.00) in
accordance with the provisions of this Agreement and Exhibits `B," which is attached hereto and
incorporated herein for all purposes. Vendor shall not provide any additional items or services or
bill for expenses incurred for City not specified by this Agreement unless City requests and
approves in writing the additional costs for such services. City shall not be liable for any additional
expenses of Vendor not specified by this Agreement unless City first approves such expenses in
writing. City agrees to pay all invoices within thirty (30) days of receipt.
Exhibit B, Payment Schedule, is hereby deleted in its entirety and replaced with the attached,
Revised Exhibit B, which incorporates the additional monthly payments due in relation to
the additional scope of work.
The proposal (dated August 29, 2024) attached hereto, detailing the additional scope of work
necessary to complete the utilization and availability analysis, is hereby added to the
Agreement as Exhibit "C."
2.
ALL OTHER TERMS SHALL REMAIN THE SAME
All other provisions of the Agreement which are not expressly amended herein shall
remain in full force and effect.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
3.
ELECTRONIC SIGNATURE
This Amendment may be executed in multiple counterparts, each of which shall be
an original and all of which shall constitute one and the same instrument. A facsimile copy
or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall
have the same effect as anoriginal.
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
By:
Dana Burghdoff
Name: Dana Burghdoff
Title: Assistant City Manager
Date: Oct 5, 2024
APPROVAL RECOMMENDED:
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By:
Christina Brooks (Oct 4, 2024 05:40 PDT)
Name: Christina Brooks
Title: Director, Diversity & Inclusion
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By: Jl
Name: Jannette S. Goodall
Title: City Secretary
Vendor:
By:
Colette Holt (Sep 27, 202415:31 CDT)
Name: Colette Holt
Title: Owner/CEO
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all
performance and reporting requirements.
Nohemi &vchea
Name: Nohemi Sanchez
Title: Manager, Business Equity
APPROVED AS TO FORM AND LEGALITY:
'Tessika Williams
By: Jessika Williams (Sep 30, 2024 08:38 CDT)
Name: Jessika Williams
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 24-0372
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
REVISED EXHIBIT B
PAYMENT SCHEDULE
Vendor will submit a monthly invoice that includes an update on scope of work progress including items
and tasks that have been completed, items and tasks that are in progress, and items and task that may have
barriers to completion within the agreement period. Upon receipt of invoice and scope of work progress
report the City of Fort Worth shall issue monthly payments of $18,750.00 as follows:
July 5, 2024
August 2, 2024
September 6, 2024
October 4, 2024
November 8, 2024
December 6, 2024
January 3, 2025
February 7, 2025
Upon receipt of invoice and scope of work progress report the City of Fort Worth shall issue monthly
payments of $12,500.00 as follows:
March 7, 2025
April 4, 2025
May 2, 2025
June 6, 2025
ACITY COUNCIL AGEND
Create New From This M&C
DATE: 5/14/2024 REFERENCE
NO..
CODE: C TYPE:
Official site of the City of Fort Worth, Texas
FoRT
**M&C 24- LOG NAME: 08MARKETPLACE
0372 AVAILABILITY VENDOR
CONSENT PUBLIC NO
NO
SUBJECT: (ALL) Authorize Execution of an Agreement with Colette Holt & Associates in an Amount
Up to $150,000.00 to Conduct Utilization and Availability Analysis for Business Equity,
Veteran, Service -Disabled Veteran Owned Firms in the City of Fort Worth Marketplace,
Adopt Appropriation Ordinance Reallocating Resources from the Non -Departmental
Department Budget to Diversity & Inclusion Department in the Amount of $150,000.00
and Amend the Fiscal Year 2024 Adopted Budget
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of an agreement with Colette Holt & Associates in an amount up to
$150,000.00 to conduct the utilization and availability analysis updates for Business Equity
Firms in the city's marketplace as well as to perform the baseline availability analysis for
Veterans and Service Disabled Veteran Owned Firms in the City of Fort Worth marketplace for
goal -setting;
2. Adopt the attached appropriation ordinance reallocating appropriations in the General Fund
to decrease the Non -Departmental Department in the amount of $150,000.00 and increase
the Diversity & Inclusion Department by the same amount; and
3. Amend the Fiscal Year 2024 adopted budget.
DISCUSSION:
City Council has requested an update of utilization and availability analysis for Fiscal Years 2019
through 2023, an aspect of a full availability and disparity study for Business Equity Firms and to
create a baseline availability analysis for Veteran and Service -Disabled Veteran -Owned firms in the
Fort Worth marketplace for goal -setting.
Utilization and Availabilitv Analysis
While best practice for conducting an update for a full availability and disparity study is recommended
to take place every five to seven years, a scientific analysis of firm utilization, availability and disparity
ratios within a marketplace could be updated every two years. This methodology would include
aspects of steps two, three, four, and five of the full seven step disparity study methodology and could
show any economic marketplace changes or developing trends in participation and or barriers.
A utilization and availability analysis would use information from a more recent data collection range,
including fiscal years after the final year of data used in a City Council authorized Availability and
Disparity Study for goal -setting. For example, the 2020 City of Fort Worth Availability and Disparity
Study used data from Fiscal Years 2013 — 2018. An updated Utilization and Availability Disparity
Analysis would use data from Fiscal Years 2019 — 2023 since that would be the most recent data that
could show changes in marketplace conditions, and trends including program outcomes towards
overall, citywide annual aspiration goal -setting. This updated information would not replace the
authorized city goal established through the most recent Availability and Disparity Study, but could
inform city leaders of developing trends.
It is important to note, that consistent with national best practice for contract goal -setting, the City
calculates project specific goals based on available vendors in our marketplace that are willing and
able to provide goods and services listed in specific project scopes of work using North American
Industry Code System (NAICS) or National Institute for Government Purchasing (NIGP) categories.
Utilization and Availabilitv Analvsis Cost and Timeline
Since this would be a new and innovative approach in measuring trends and progress towards
participation goals, the City of Fort Worth doesn't have any prior existing information. However, based
on preliminary conversations with Colette Holt & Associates (CHA), we have an idea, based on the
CHA's national experience in providing this a la carte service, of expected time to complete the
analysis and costs for the City of Fort Worth based on the quality and availability of the required data
we currently have. The cost to complete this analysis in six months is expected to not to exceed
$150,000.00.
Service Delivery Expectations
Business Equitv Firms. The Diversity and Inclusion Business Equity Division is expected to continue
service delivery that includes race neutral and race conscious strategies as outlined in the Business
Equity Ordinance as well as updated Administrative Regulations for city contracts. This includes but is
not limited to
1. Implementing Additional Features of the City's Electronic Contracting Data Collection and
Monitoring System
2. Increase Outreach to Business Equity Firms and Small Firms
3. Increase Contract "Unbundling"
4. Review Requirements for all Bids and Proposals and Pre -qualifications
5. Provide training to City Staff and External Stakeholders
6. Review Required Forms
7. Review Contractor Partnership Agreements
Veteran. and Service -Disabled Veteran -Owned Firms. The Diversity and Inclusion Business Equity
Division is expected to deliver services to Veteran -Owned Small Businesses (VOSBs) and Service -
Disabled Veteran -Owned Small Businesses (SDVSBs) that includes but is not limited to
1. Implementing Additional Features of the City's Electronic Contracting Data Collection and
Monitoring System
2. Increase Outreach to Veteran and Service -Disabled Veteran Firms
3. Increase Contract "Unbundling" for Small Veteran and Service -Disabled Veteran Firms
4. Review Requirements for all Bids and Proposals and Pre -qualifications
5. Provide training to City Staff and External Stakeholders
6. Review Required Forms
7. Review Contractor Partnership Agreement
The action in this Mayor and Council Communication will amend the Fiscal Year 2024 Adopted
Budget as approved in connection with Ordinance 26453-09-2023.
Funding is budgeted in the Other Contractual Services account within the General Fund for the Non
Departmental Department for the purpose of funding the Diversity & Inclusion Department.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies funds are available in the current operating budget, as previously
appropriated, in the General Fund for the Non Departmental Department and upon approval of the
above recommendations and adoption of the attached appropriation ordinance, funds will be
available in the General Fund for the Diversity & Inclusion Department. Prior to any expenditure
being incurred, the Diversity & Inclusion Department has the responsibility to validate the availability
of funds.
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for City Manaqer's Office by:
Fernando Costa (6122)
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Christina A. Brooks (8988)
08MARKETPLACE AVAILABILITY VENDOR funds availabilitv.pdf (CFW Internal)
08MARKETPLACE AVAILABILITY VENDOR Updated FID.xlsx (CFW Internal)
Colette Holt Form 1295 (2024).pdf (CFW Internal)
ORD.APP 08MARKETPLACE AVAILABILITY VENDOR 10100 AO(r2).docx (Public)