HomeMy WebLinkAboutContract 57788-A2CSC No. 57788-A2
AMENDMENT NO.2
TO
CITY OF FORT WORTH CONTRACT 57788
This Amendment No. 2 to City of Fort Worth Contract 57788 ("Amendment") is
entered into by and between the City of Fort Worth ("City"), a home rule municipality, with its
principal place of business at 100 Fort Worth Trail, Fort Worth, Texas, and e-Builder, Inc.
("Vendor"), City and Vendor may be referred to individually as a Party and collectively as the
Parties.
WHEREAS, on June 30, 2022, the Parties entered into City Secretary Contract 57788 to
provide a Project Management Information System with Implementation and subscription services
("Agreement");
WHEREAS, the Parties amended the Agreement to increase Managed Services for Year
2 by $90,000.00 for a total of $220,000.00 by converting Managed Services from the Contingency
Fund to full-time Services and to add a provision for early renewal; and
WHEREAS, the Parties wish to amend the Agreement to include Managed Services for
Year 3.
NOW, THEREFORE, the Parties, acting herein by and through their duly authorized
representatives, enter into the following agreement:
1. The Agreement is hereby amended by replacing page 10 of the Agreement with
Exhibit A-2, attached hereto, to clarify additional Managed Services available for Year 3. This
Amendment will not increase the cost of the Agreement for the Initial Term.
2. The Agreement is hereby amended by adding Exhibit B-2, attached hereto, to
convert Additional Managed Services from the Contingency Fund to full-time Services for Year
3.
3. All other provisions of the Agreement which are not expressly amended herein shall
remain in full force and effect.
4. 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.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Second Amendment to Fort Worth City Secretary Contract No. 57788 Page 1 of 2
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
Name: Mark McDaniel
Title: Deputy City Manager
Date: Dec 2, 2024
APPROVAL RECOMMENDED:
By:
Name: Kevin Gunn
Title: Director, IT Solutions Department
ATTEST:
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Name: Jannette Goodall
Title: City Secretary
VENDOR:
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By: FDocuSigned by:
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Name: carlo�--Abft"WBA49F_,_
Title: Lead counsel
Date: 11/26/2024
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.
By: Steven Vandever (Nov 27, 202410:44 CST)
Name: Steven Vandever
Title: Sr. IT Solutions Manager
APPROVED AS TO FORM AND
LEGALITY:
By: as
Name: M. Kevin Anders, II
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 22-0517
Approved: 06/28/2022
1295: 2022-851617
ATTEST:
DocuSigned by:
By: WI
Name: PC;FN. fell
wIl 1 i a �@9��Fa�casc...
Title: Legal counsel
OFFICIAL RECORD
Second Amendment to Fort Worth City Secretary Contract No. 57788 CITY SECRETARYPage 2 of 2
FT. WORTH, TX
Exhibit A-2
CONFIDENTIAL
Builder
Total e-Builder Enterprise Investment — Year 1
Item I Price
Total Annual Software Subscription
$400,770 1
Total One -Time Implementation Services
$442,530
Total One -Time Integration Services
$105,000
Total Year 1 Managed Services
$220,000
Travel Expenses for One -Time Implementation Services
$50,000
Total Year 1 Investment
1
$1,218,300
Fund
I Item I Price I
Managed Services Year 2 Convert to Full Time $90,000 1
Additional Year 3 Full Time Managed Services $220,000
Miscellaneous Expenses for Additional Professional Services $100,000
(such as Data Migration or Additional Integrations)
Total Contingency Fund $410,000
Total e-Builder Enterprise Investment — Initial Term
Item I Price
Total Year 1 Investment
$1,218,300 1
Total Year 2 Investment - Annual Software Subscription
$400,770
Total Year 2 Investment - Managed Services
$130,000
Total Year 3 Investment - Annual Software Subscription
$400,770
Total Year 4 Investment - Annual Software Subscription
$400,770
Total Year 5 Investment - Annual Software Subscription
$400,770
Total Contingency Fund
$410,000
Total Initial Term Investment
$3,361,380
Archival Services
Item
Price
Archival Services (per the Archival Services Section below)
NTE $13,000
Total Archival Services
NTE $13,000
e-Builder Order Form: City of Fort Worth Page 10
Exhibit B-2
q0; e-Builder®
ORDER FORM
Order Date: Date of the last signature below
Trimble Entity Name
("Trimble") and Address:
Customer Entity Name
("Customer") and Address:
Billing Contact Name and e-
mail Address:
Is a Purchase Order
Required?
Is Customer Tax Exempt?
Initial Term:
Validity
Total Annual Managed Services:
e-Builder Inc. a Trimble company
13450 West Sunrise Blvd Suite 600, Sunrise, FL
City of Fort Worth, TX
Yes or No
Purchase orders issued by Customer are issued for administrative purposes only; terms and
conditions contained in any such purchase order shall be null and void.
Yes or No
10/1/2024 — 9/30/2025
This Order Form shall expire on 10/31/2024 (the "Validity Date"). If this Order Form is not
executed by the Customer by the Validity Date, Trimble reserves the right to not offer the pricing
found in the Order Form.
Description Price
Managed Services — Full Time Resource $220,000.00
Addendums:
1. Statement of Work
TERMS AND CONDITIONS
1. Terms and Conditions. This Quotation is subject to the Master Services Agreement between Trimble and the Customer, dated
6/28/2022 ("Agreement").
2. AUTOMATIC RENEWALS. This Order will automatically renew for subsequent 12 month term(s) at then -current pricing, unless
either party provides the other with notice of cancellation at least 60 days prior to the expiration of the then -current term.
3. Pavment Terms. All fees are due NET 30 from the date of the Trimble invoice.
• Managed Services: 25% due quarterly in advance. The first 25% payment is due upon the execution of this Order Form
• Travel: Travel is not expected for the scope of work described in the SOW. Thus, all work will be done by Trimble remotely.
If Customer requires that Trimble travel, a separate Order Form will be executed to reflect the updated scope and pricing.
4. Annual Price Increase. If Customer elects to renew this Order Form for the 10/1/2025 — 9/30/2026 period, the annual fee will be re-
negotiated in advance of the renewal term.
5. Electronic Invoices. Customer hereby consents to the receipt of invoices electronically at the indicated e-mail address(es) and
accepts such invoices as if received by mail. Customer's e-mail address may be changed by written notice given by Customer to Trimble
at: customer—master@trimble.com. Customer is responsible for maintaining a current e-mail address and shall under no
circumstances be excused from payment of applicable charges by its failure to access its designated e-mail address.
Addendum #1
Statement of Work
This Statement of Work ("SOW") describes the professional services that Customer has engaged Trimble (collectively "Parties") to
perform on behalf of Customer. This SOW is integrated into a quote that incorporates the terms and conditions governed by the
Parties (the "Agreement"). In the event of any inconsistency or conflict between the terms and conditions of this SOW and the
Agreement, the terms and conditions of the Agreement shall govern, unless the SOW expressly identifies the term of the Agreement
to be modified. This SOW may not be modified or amended except in writing signed by a duly authorized representative of each
Party.
1 Managed Services
The Customer will renew one Full Time Resource (the "Trimble Managed Services Resource"). The Trimble Managed Services
Resource to be assigned to perform Professional Services tasks which include:
e-Builder Enterprise administration
o Creation of new user accounts
o Setting up permissions
o New process Rollouts
o Setting up Reports
e-Builder Enterprise Training and Education
o Creating and maintaining training materials
o New user basic training
o Workflow training
o Administrator training
o Project Manager Training
o Assist PM's with understanding key project status and KPS's
• Workflow Process Creation and Improvement
o Create new processes and revise existing processes
o Training and support for process rollouts
• e-Builder Enterprise Software Maintenance
o Appropriate user testing for new processes and product enhancements
o Training for new processes and product enhancements
• General User Support & Troubleshooting
o Fielding questions from external users
o Coordinating with e-Builder Technical Support for any defect or product issues
Place of Performance: The Trimble Managed Services Resource will perform the above Professional Services tasks Remotely.
Schedule:
• Scheduled time off for the Trimble Managed Services Resource will be requested and approved according to Trimble's time
off process and policies. The Customer will be notified of scheduled time off requests upon approval. Scheduled time off
includes paid time off ("PTO"), holidays, and Trimble sponsored employee events. Customer agrees that the fee includes time
for scheduled time off.
• Unscheduled time off for The Trimble Managed Services Resource will be requested and approved according to Trimble's
procedures and policies. The Customer will be informed of unscheduled time off upon approval. Unscheduled time off
includes sick leave, medical leave, etc.
Disclaimer and Non -solicitation:
The Trimble Managed Services Resource does not include any development hours. If custom development is needed to
support the Trimble Managed Services Resource, a separate Order Form will be created. Common custom development
items include custom reporting and integration.
Trimble reserves the right to change the assigned resource and provide a satisfactory replacement.
During the Term and for a period of two (2) years thereafter, Customer will not, directly or indirectly, employ, offer
employment to, or otherwise retain the services of the Trimble Managed Services Resource, without the prior written consent
of Trimble.
Renewal:
Sixty (60) days notice prior to the expiration of this SOW is required if Customer wishes to: (1) expire the Trimble Managed
Services Resource or (2) change the scope of work of the Trimble Managed Services Resource. Otherwise, the Trimble
Managed Services Resource will automatically renew in one-year periods.
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Official site of the City of Fort Worth, Texas
ACITY COUNCIL AGEND FORT` �+�"
Create New From This M&C
13P RFP 21-0188 PROJECT
DATE: 6/28/2022 REFERENCE **M&C 22- LOG NAME: MANAGEMENT
NO.: 0517 INFORMATION SYSTEM ITS
ADK
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. (ALL) Authorize a Purchase Agreement with e-Builder, Inc., for the Purchase of a Project
Management Information System with a Five Year Term with Implementation and
Subscription Costs in an Amount of $1,771,300.00 for the First Year and $1,603,080.00 for
Years Two Through Five for a Total Five Year Cost of $3,374,380.00 for the Transportation
and Public Works, Water, Park and Recreation, and Property Management Departments
which will be Managed by the Information Technology Solutions Department and Adopt
Attached Appropriation Ordinances and Amend the Fiscal Year 2022 Adopted Budget and
Fiscal Years 2022-2026 Capital Improvement Program, and Effect a Portion of Water's
Contribution to the Fiscal Years 2022-2026 Capital Improvement Program
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize a purchase agreement with e-Builder, Inc., for the Purchase of a Project Management Information
System with a five year term with implementation and subscription costs in an amount of $1,771,300.00 for the
first year and $1,603,080.00 for years two through five for a total five-year cost of $3,374,380.00 for the
Transportation and Public Works, Water, Park and Recreation, and Property Management Departments which will be
managed by the Information Technology Solutions Department;
2. Adopt the attached appropriation ordinance adjusting estimated receipts and appropriations in the ITS Captial
Fund, by increasing estimated receipts and appropriations in the FY22 PMIS Project (City Project No. 103782) in
the amount of $177,130.00, and decreasing estimated receipts and appropriations in the Business Applications -IT
Programmable Project (City Project No. P00037) by the same amount;
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Water & Sewer
Capital Projects Fund in the amount of $708,520.00 from available funds, for the purpose of funding the FY22
PMIS project (City Project No. 103782) to effect a portion of Water's contribution to Fiscal Years 2022-2026 Capital
Improvement Program;
4. Adopt the attached ordinance increasing estimated receipts and appropriations in the Capital Projects Service
Fund, in the amount of 1,408,693.00, authorizing the use of net position, for the purpose of transferring to the
Capital Project Srvc-Capital Fund;
5. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Capital Project
Srvc - Capital fund in an amount of $523,043.00 transferred from the Capital Projects Service Fund, Capital
Projects Svcs Business programmable project (City Project No. P00111);
6. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Capital Project
Srvc - Capital fund in an amount of $885,650.00 transferred from the Capital Projects Service Fund, for the
purpose of funding the FY22 PMIS project (City Project No. 103782); and
7. Amend the Fiscal Year 2022 Adopted Budget and Fiscal Years 2022-2026 Capital Improvement Program.
DISCUSSION:
City of Fort Worth Departments currently utilize several different software programs to manage capital projects. For example,
there are separate software programs for budget, payments, scheduling, inspection, bidding, and other management tasks.
These separate programs do not interface with each other, thereby causing project management inefficiencies. In addition,
these separate programs do not allow Capital Delivery staff to easily monitor and assess the delivery of infrastructure
programs by the Departments and citywide.
The Capital Delivery team identified this limitation with the current systems and requested that the Information Technology
Solutions (ITS) Department and Purchasing assist in identifying a Project Management Information System (PMIS) that
would provide a holistic capital management solution. It is anticipated that the PMIS will be utilized by the Transportation and
Public Works, Water, Park and Recreation, and Property Management Departments for the management of capital projects.
In order to procure a PMIS, Request for Proposal (RFP) 21-0188 was advertised in the Fort Worth Star -Telegram for three
consecutive Wednesdays beginning on August 11, 2021, through August 25, 2021. Fifty -Five vendors were solicited and the
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M&C Review
city received twelve responses. Two of the twelve were deemed non -responsive because of failure to adhere to page and
font requirements.
An evaluation panel comprised of representatives of the ITS, Water, Transportation and Public Works (TPW), Park and
Recreation, and Property Management Departments reviewed and scored the submittals using the Best Value criteria which
included:
(a) Functionality
(b) Technical
(c) Approach
(d) Company's Expereince
(e) Cost of service
After the initial evaluations, four of the highest -scoring bidders were required to demonstrate their products. The individual
scores were averaged for each of the criteria and the final scores are listed in the following table. Points for pricing is
determined as follows: Bidder must receive at least 50\% or more of the total available points for technical criteria.
Evaluations:
Bidders
A
B
C
D
E
Total Score
e-Builder, Inc.
6
6
5
6
30.00
69.56
Kahua, Inc.
6
6
6
5
18.35
58.91
PMTech dba PMWeb
6
6
6
5
29.32
67.32
Procore Technologies, Inc. 7 7 6 7 21.97 70.03
After the demonstrations, Procore Technologies, Inc., received the highest score; however, the City and ProCore
Technologies, Inc., were unable to agree to terms with the use of third party vendors, negotiations were ended. Therefore,
in the best interest of the City, the evaluation panel and Purchasing staff, along with the Legal department agreed to move
forward with the next highest scoring vendor. The vendor with the second highest score was e-Builder, Inc. As a result, staff
recommends entering into a 5-year agreement with e-Builder, Inc.
These implementation costs will be funded by the participating departments as depicted below
Year 1
Department
Description
Share of Contract Year 1 Cost
One -Time implementation, Integration,
Transportation
Managed Services, Software Subscription +
and Public
Test Environment, Data
50\%
$885,650.00
Works
Migration/Integration Costs, Travel
Expenses, Archival Services
One -Time implementation, Integration,
Managed Services, Software Subscription +
Water
Test Environment, Data
20\%
$354,260.00
Migration/Integration Costs, Travel
Expenses, Archival Services
One -Time implementation, Integration,
Water
Managed Services, Software Subscription +
Wastewater
Test Environment, Data
20\%
$354,260.00
Migration/Integration Costs, Travel
Expenses, Archival Services
One -Time implementation, Integration,
Park and
Managed Services, Software Subscription +
Recreation
Test Environment, Data
0\%
$0.00
Migration/Integration Costs, Travel
Expenses, Archival Services
One -Time implementation, Integration,
IT Solutions (for Managed Services, Software Subscription +
Property
Test Environment, Data
10\%
$177,130.00
Management)
Migration/Integration Costs, Travel
Expenses, Archival Services
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Total Year 1
Contract Cost $1,771,300.00
IT Solutions will be responsible for paying the annual renewal costs using the IT Solutions Operating Budget using the
department's funds as follows:
Year 2-5
Department Description
Transportation
and Public Software Subscription + Test Environment
Works
11 11
Share of Contract Per Year
Costs
40\% $160,308.00
Water
Software Subscription + Test Environment
20\%
$80,154.001
Water
Wastewater
Software Subscription + Test Environment
20\%
$80,154.00
Park and
Recreation
Software Subscription + Test Environment
10\%
$40,077.00
Property
Management
Software Subscription + Test Environment
p
10\%
$40,077.00
Total Year 2-5
Per Year
$400,770.00
Contract Cost
In addition to the
implementation and renewal costs, funds must be
allocated for TPW staff that will assist in the
implementation
of the PMIS. This is estimated to be 4400 hours at an estimated cost of
$523,043.00.
The action in this M&C will amend the Fiscal Year 2022 Adopted Budget as approved in connection with Ordinance 25073-
09-2021, Section 5. Internal Service Funds, as listed on page 21.
Fund / Department FY2022 M&C Budget Revised FY2022
Adopted Authority Adjustment Budget
Budget Category Budget
Capital Projects Services Fund
Revenues- TPW
Charge for Services
4,954,248.00
Use of Money &Property
$
100,000.00
Use of Fund Balance/Net Position
$
38,513.00
Use of Fund Balance/Net Position
Total Revenues
$
15,092,761.00
Expenditures- TPW
Transportation and Public Works
$14,530,924.00
Transfer to General Fund
$3,291.00
Transfer to Vehicle and Equipment
$513,000.00
Replacement Fund
Transfer to IT Refresh Capital
$45,546.00
Transfer to Capital Project Service -Capital
Fund
Total Expenditures
$15,092,761.00
This M&C
This M&C
1,408,693.00
1,408,693.00
14,954,248.00
100,000.00
38,513.00
1,408,693.00
16,501,454.00
$14,530,924.00
$3,291.00
$513,000.00
$45,546.00
$1,408,693.00 $1,408,693.00
$1,408,693.00 $16,501,454.00
The action in this M&C will amend the Fiscal Year 2022-2026 Capital Improvement program as approved in connection with
Ordinance 25073-09-2021, Section 6. Capital Improvements, as listed on page 22:
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Capital Fund
Project Name
FY2022 CIP
Budget
Authority
Revised FY2022
Name
Appropriations
Adjustment
Budget
30112-ITS
P00037-Business
$859,401.00
This M&C ($177,130.00)
$682,271.00
Capital Fund
Applications IT
30102-Capital
P00111-Capital
Project Srvc —
Projects Svcs
$233,000.00
This M&C $523,043.00
$756,043.00
Capital fund
Business
It is the practice of the Water Department to appropriate its CIP 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 2022-2026
Capital Improvement Program, as follows:
Capital project FY2022 CIP Budget Revised
Fund Name Appropriations Authority Adjustment FY2022
Name Budget
56002- 103782-
W&S Fiscal Year
Capital 2022 Project $ _ This M&C $708,520.00 $708,520.00
Projects Management
Fund Information
System
Funding is available for appropriation from the Water Department Public Utility department's Unspecified -All Funds of the
Water & Sewer Capital Projects Fund, the ITS Other General Government departments Business Applications -IT
programmable project within the ITS Capital Fund and the TPW Construction Inspection department's Net position within the
Capital Project Service operating Fund for the purpose of funding the FY22 PMIS project.
AGREEMENT TERMS: The agreement will be for a five year term with no renewals.
BUSINESS EQUITY - Awaiver 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.
ADMNISTRATIVE 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.
Funding for this project was not included in the FY2022-2026 Capital Improvement Program because the bidding process
did not occur until after the development of the FY2022-2026 Capital Improvement Program process. This action in this
M&C will amend the Fiscal Years 2022-2026 Capital improvement Program as approved in connection with Ordinance
25073-09-2021.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are currently available in the Unspecified -All Funds project within the W&S
Capital Projects Fund, the Business Applications -IT programmable project within the ITS Capital Fund and available in net
position within the Capital Projects Service Operating Fund and upon approval of the above recommendations and adoption
of the attached appropriation ordinances, funds will be available in the W&S Capital Projects Fund, ITS Capital Fund
and Capital Project Srvc - Capital Fund for the FY22 PMIS project to support the approval of the above recommendations
and execution of a purchase agreement. Prior to an expenditure being incurred, the IT Solutions Department has the
responsibility of verifying the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity
ID ID
FROM
Fund Department Account Project
ID ID
Submitted for Citv Manager's Office bit:
Program Activity
Budget Reference # Amount
Year (Chart2)
Budget Reference # I Amount
Year (Chartfield 2)
Reggie Zeno (8517)
Valerie Washington (6192)
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Originating Department Head:
Additional Information Contact:
Anthony Rousseau (8338)
Kevin Gunn (2015)
Cynthia Garcia (8525)
Ashley Kadva (2047)
ATTACHMENTS
05182021 Waiver 21-0134 Proiect Manaaement Information Svstem WN.pdf (CFW Internal)
13P RFP 21-0188 PROJECT MANAGEMENT INFORMATION SYSTEM ITS ADK funds availabilitv.docx (Public)
13P RFP 21-0188 PROJECT MANAGEMENT INFORMATION SYSTEM ITS ADK 56002 A022(r3).docx (Public)
13PRFP 21-0188 PROJECT MANAGEMENT INFORMATION SYSTEM ITS ADK 30112 A022(r2).docx (Public)
13PRFP21-0188PROJECT MANAGEMENT INFORMATION SYSTEM ITS ADK 30102 A022(r5).docx (Public)
13PRFP21-0188PROJECT MANAGEMENT INFORMATION SYSTEM ITS ADK 30102 A022(r6).docx (Public)
13PRFP21-0188PROJECTMANAGEMENTINFORMATIONSYSTEMITSADK 60102 A022(r4).docx (Public)
FINAL FID TABLE (PMIS undated 5.25.2022).xlsx (CFW Internal)
Form 1295 Certificate 100873604 Sioned.pdf (CFW Internal)
SAMs 5.4.22.pdf (CFW Internal)
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