HomeMy WebLinkAboutContract 62980CSC No. 62980
FORT WORTH.
VENDOR SERVICES AGREEMENT
(Information Technology)
This Vendor Services Agreement ("Agreement") is made and entered into by and between the City
of Fort Worth, a Texas home -rule municipal corporation (the "City" or "Client") and Planning Management
Consulting, LLC, a Texas limited liability company ("Vendor"). City and Vendor are each individually
referred to herein as a "party" and collectively referred to as the "parties." The term "Vendor" shall include
Vendor, its officers, agents, employees, representatives, contractors or subcontractors. The term "City" shall
include its officers, employees, agents, and representatives.
CONTRACT DOCUMENTS:
The Contract documents shall include the following:
1. This Vendor Services Agreement;
2. Exhibit A — Statement Of Work;
3. Exhibit B — Signature Verification Form; and
4. Exhibit C — Vendor's Proposal.
All Exhibits attached hereto are incorporated herein and made a part of this Agreement for all purposes. In
the event of any conflict between the documents, the terms and conditions of this Agreement shall control.
The term "Vendor" or "Contractor" shall include the Vendor or Contractor, and its officers, agents,
employees, representatives, servants, contractors or subcontractors.
The term "City" shall include its officers, employees, agents, and representatives.
1. Scope of Services. Vendor hereby agrees, with good faith and due diligence, to provide
the City with Professional Services. Specifically, Vendor will perform all duties outlined and described in
the Statement Of Work, which is attached hereto as Exhibit "A" and incorporated herein for all purposes,
and further referred to herein as the "Services." Vendor shall perform the Services in accordance with
standards in the industry for the same or similar services. In addition, Vendor shall perform the Services in
accordance with all applicable federal, state, and local laws, rules, and regulations. If there is any conflict
between this Agreement and Exhibit A, the terms and conditions of this Agreement shall control.
2. Term. This Agreement shall commence upon the date signed by the Assistant City Manager
below ("Effective Date") and shall expire no later than one year from the "Effective Date" ("Expiration
Date"), unless terminated earlier in accordance with the provisions of this Agreement or otherwise extended
by the parties. The City shall provide Vendor with written notice of its intent to renew at least thirty (30)
days prior to the end of each term.
3. Compensation. The City shall pay Vendor an amount not to exceed Twelve Thousand Six
Hundred Dollars and 00/ 100 ($12,600.00) in accordance with the provisions of this Agreement and Exhibit
"C," Vendor's Proposal, which is attached hereto and incorporated herein for all purposes. Vendor shall not
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
perform any additional 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 additional
expenses of Vendor not specified by this Agreement unless the City first approves such expenses in writing.
City agrees to pay all invoices of Vendor within thirty (30) days of receipt of such invoice. Vendor may
charge interest on late payments not to exceed one percent (1%).
4. Termination.
4.1. Convenience. Either the City or Vendor may terminate this Agreement at any time
and for any reason by providing the other parry with 30 days written notice of termination.
4.2. Breach. If either party commits a material breach of this Agreement, the non -
breaching Parry must give written notice to the breaching party that describes the breach in
reasonable detail. The breaching party must cure the breach ten (10) calendar days after receipt of
notice from the non -breaching party, or other time frame as agreed to by the parties. If the breaching
party fails to cure the breach within the stated period of time, the non -breaching party may, in its
sole discretion, and without prejudice to any other right under this Agreement, law, or equity,
immediately terminate this Agreement by giving written notice to the breaching party.
4.3. Fiscal Funding Out. In the event no funds or insufficient funds are appropriated by
the City in any fiscal period for any payments due hereunder, the City will notify Vendor of such
occurrence and this Agreement shall terminate on the last day of the fiscal period for which
appropriations were received without penalty or expense to the City of any kind whatsoever, except
as to the portions of the payments herein agreed upon for which funds have been appropriated.
4.4. Duties and Obligations of the Parties. In the event that this Agreement is
terminated prior to the Expiration Date, the City shall pay Vendor for services actually rendered up
to the effective date of termination and Vendor shall continue to provide the City with services
requested by the City and in accordance with this Agreement up to the effective date of termination.
Upon termination of this Agreement for any reason, Vendor shall provide the City with copies of
all completed or partially completed documents prepared under this Agreement. In the event Vendor
has received access to City information or data as a requirement to perform services hereunder,
Vendor shall return all City provided data to the City in a machine-readable format or other format
deemed acceptable to the City.
5. Disclosure of Conflicts and Confidential Information.
5.1. Disclosure of Conflicts. Vendor hereby warrants to the City that Vendor has made
full disclosure in writing of any existing or potential conflicts of interest related to Vendor's services
under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this
Agreement, Vendor hereby agrees immediately to make full disclosure to the City in writing.
5.2. Confidential Information. The City acknowledges that Vendor may use products,
materials, or methodologies proprietary to Vendor. The City agrees that Vendor's provision of
services under this Agreement shall not be grounds for the City to have or obtain any rights in such
proprietary products, materials, or methodologies unless the parties have executed a separate
written agreement with respect thereto. Vendor, for itself and its officers, agents and employees,
agrees that it shall treat all information provided to it by the City ("City Information") as
confidential and shall not disclose any such information to a third parry without the prior written
approval of the City.
Vendor Services Agreement —Technology Page 2 of 16
Planning Management Consulting, LLC
5.3. Public Information Act. City is a government entity under the laws of the State of
Texas and all documents held or maintained by City are subject to disclosure under the Texas Public
Information Act. In the event there is a request for information marked Confidential or Proprietary,
City shall promptly notify Seller. It will be the responsibility of Seller to submit reasons objecting
to disclosure. A determination on whether such reasons are sufficient will not be decided by City,
but by the Office of the Attorney General of the State of Texas or by a court of competent
jurisdiction.
5.4. Unauthorized Access. Vendor shall store and maintain City Information in a secure
manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor shall notify the City immediately if the security or integrity of any
City information has been compromised or is believed to have been compromised, in which event,
Vendor shall, in good faith, use all commercially reasonable efforts to cooperate with the City in
identifying what information has been accessed by unauthorized means and shall fully cooperate
with the City to protect such information from further unauthorized disclosure.
Right to Audit.
6.1. Vendor agrees that the City shall, until the expiration of three (3) years after final
payment under this Agreement, have access to and the right to examine at reasonable times any
directly pertinent books, documents, papers and records of the Vendor involving transactions
relating to this Agreement at no additional cost to the City. Vendor agrees that the City shall have
access during normal working hours to all necessary Vendor facilities and shall be provided
adequate and appropriate work space in order to conduct audits in compliance with the provisions
of this section. The City shall give Vendor not less than 10 days written notice of any intended
audits.
6.2. Vendor further agrees to include in all its subcontractor agreements hereunder a
provision to the effect that the subcontractor agrees that the City shall, until expiration of three (3)
years after final payment of the subcontract, have access to and the right to examine at reasonable
times any directly pertinent books, documents, papers and records of such subcontractor involving
transactions related to the subcontract, and further that City shall have access during normal
working hours to all subcontractor facilities and shall be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this paragraph. City shall give
subcontractor not less than 10 days written notice of any intended audits.
7. Independent Contractor. It is expressly understood and agreed that Vendor shall operate as
an independent contractor as to all rights and privileges granted herein, and not as agent, representative or
employee of the City. Subject to and in accordance with the conditions and provisions of this Agreement,
Vendor shall have the exclusive right to control the details of its operations and activities and be solely
responsible for the acts and omissions of its officers, agents, servants, employees, contractors and
subcontractors. Vendor acknowledges that the doctrine of respondeat superior shall not apply as between
the City, its officers, agents, servants and employees, and Vendor, its officers, agents, employees, servants,
contractors and subcontractors. Vendor further agrees that nothing herein shall be construed as the creation
of a partnership or joint enterprise between City and Vendor. It is further understood that the City shall in
no way be considered a Co -employer or a Joint employer of Vendor or any officers, agents, servants,
employees or subcontractors of Vendor. Neither Vendor, nor any officers, agents, servants, employees or
subcontractors of Vendor shall be entitled to any employment benefits from the City. Vendor shall be
responsible and liable for any and all payment and reporting of taxes on behalf of itself, and any of its
officers, agents, servants, employees or subcontractors.
Vendor Services Agreement —Technology Page 3 of 16
Planning Management Consulting, LLC
8. LIABILITY AND INDEMNIFICATION.
8.1. LIABILITY - VENDOR SHALL BE LIABLE AND RESPONSIBLE FOR
ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY HIND OR
CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE
NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL
MISCONDUCT OF VENDOR, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES.
8.2. INDEMNIFICATION - VENDOR HEREBY COVENANTS AND AGREES
TO INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS,
AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL
CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR
ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED
DAMAGE OR LOSS TO VENDOR'S BUSINESS, AND ANY RESULTING LOST
PROFITS) PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS,
AND DAMAGES FOR CLAIMS OF INTELLECTUAL PROPERTY INFRINGEMENT,
ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT
CAUSED BY THE ACTS OR OMISSIONS OF VENDOR, ITS OFFICERS, AGENTS,
SUBCONTRACTORS, SERVANTS OR EMPLOYEES.
8.3. INTELLECTUAL PROPERTY INFRINGEMENT.
8.3.1. The Vendor warrants that all Deliverables, or any part thereof,
furnished hereunder, including but not limited to: programs, documentation,
software, analyses, applications, methods, ways, and processes (in this Section 8C each
individually referred to as a "Deliverable" and collectively as the "Deliverables,") do
not infringe upon or violate any patent, copyrights, trademarks, service marks, trade
secrets, or any intellectual property rights or other third party proprietary rights, in
the performance of services under this Agreement.
8.3.2. Vendor shall be liable and responsible for any and all claims made
against the City for infringement of any patent, copyright, trademark, service mark,
trade secret, or other intellectual property rights by the use of or supplying of any
Deliverable(s) in the course of performance or completion of, or in any way connected
with providing the services, or the City's continued use of the Deliverable(s)
hereunder.
8.3.3. Vendor agrees to indemnify, defend, settle, or pay, at its own cost and
expense, including the payment of attorney's fees, any claim or action against the
City for infringement of any patent, copyright, trade mark, service mark, trade
secret, or other intellectual property right arising from City's use of the
Deliverable(s), or any part thereof, in accordance with this Agreement, it being
understood that this agreement to indemnify, defend, settle or pay shall not apply if
the City modifies or misuses the Deliverable(s). So long as Vendor bears the cost and
expense of payment for claims or actions against the City pursuant to this section 8,
Vendor shall have the right to conduct the defense of any such claim or action and all
negotiations for its settlement or compromise and to settle or compromise any such
claim; however, City shall have the right to fully participate in any and all such
settlement, negotiations, or lawsuit as necessary to protect the City's interest, and
City agrees to cooperate with Vendor in doing so. In the event City, for whatever
Vendor Services Agreement —Technology Page 4 of 16
Planning Management Consulting, LLC
reason, assumes the responsibility for payment of costs and expenses for any claim or
action brought against the City for infringement arising under this Agreement, the
City shall have the sole right to conduct the defense of any such claim or action and
all negotiations for its settlement or compromise and to settle or compromise any such
claim; however, Vendor shall fully participate and cooperate with the City in defense
of such claim or action. City agrees to give Vendor timely written notice of any such
claim or action, with copies of all papers City may receive relating thereto.
Notwithstanding the foregoing, the City's assumption of payment of costs or expenses
shall not eliminate Vendor's duty to indemnify the City under this Agreement. If the
Deliverable(s), or any part thereof, is held to infringe and the use thereof is enjoined
or restrained or, if as a result of a settlement or compromise, such use is materially
adversely restricted, Vendor shall, at its own expense and as City's sole remedy,
either: (a) procure for City the right to continue to use the Deliverable(s); or (b)
modify the Deliverable(s) to make them/it non -infringing, provided that such
modification does not materially adversely affect City's authorized use of the
Deliverable(s); or (c) replace the Deliverable(s) with equally suitable, compatible, and
functionally equivalent non -infringing Deliverable(s) at no additional charge to City;
or (d) if none of the foregoing alternatives is reasonably available to Vendor, terminate
this Agreement, and refund all amounts paid to Vendor by the City, subsequent to
which termination City may seek any and all remedies available to City under law.
VENDOR'S OBLIGATIONS HEREUNDER SHALL BE SECURED BY THE
REQUISITE INSURANCE COVERAGE AND AMOUNTS SET FORTH IN
SECTION 10 OF THIS AGREEMENT.
Assignment and Subcontracting.
9.1. Vendor shall not assign or subcontract any of its duties, obligations or rights under
this Agreement without the prior written consent of the City. If the City grants consent to an
assignment, the assignee shall execute a written agreement with the City and the Vendor under
which the assignee agrees to be bound by the duties and obligations of Vendor under this
Agreement. The Vendor and assignee shall be jointly liable for all obligations under this Agreement
prior to the assignment. If the City grants consent to a subcontract, the subcontractor shall execute
a written agreement with the Vendor referencing this Agreement under which the subcontractor
shall agree to be bound by the duties and obligations of the Vendor under this Agreement as such
duties and obligations may apply. The Vendor shall provide the City with a fully executed copy of
any such subcontract.
10. Insurance.
The Vendor shall carry the following insurance coverage with a company that is licensed to do business in
Texas or otherwise approved by the City:
10.1.1. Commercial General Liability:
10.1.1.1. Combined limit of not less than $2,000,000 per
occurrence; $4,000,000 aggregate; or
10.1.1.2. Combined limit of not less than $1,000,000 per
occurrence; $2,000,000 aggregate and Umbrella Coverase in the amount of
$4,000,000. Umbrella policy shall contain a follow -form provision and shall
include coverage for personal and advertising injury.
Vendor Services Agreement —Technology Page 5 of 16
Planning Management Consulting, LLC
10.1.1.3. Defense costs shall be outside the limits of liability.
10.1.2. Automobile Liability Insurance covering any vehicle used in providing
services under this Agreement, including owned, non -owned, or hired vehicles, with a
combined limit of not less than $1,000,000 per occurrence.
10.1.3. Professional Liability (Errors & Omissions) in the amount of $1,000,000
per claim and $1,000,000 aggregate limit.
10.1.4. Statutory Workers' Compensation and Employers' Liability Insurance
requirements per the amount required by statute.
10.1.5. Technology Liability (Errors & Omissions)
10.1.5.1. Combined limit of not less than $2,000,000 per
occurrence; $4million aggregate or
10.1.5.2. Combined limit of not less than $1,000,000 per
occurrence; $2,000,000 aggregate and Umbrella Coverage in the amount of
$4,000,000. Umbrella policy shall contain a follow -form provision and shall
include coverage for personal and advertising injury. The umbrella policy shall
cover amounts for any claims not covered by the primary Technology Liability
policy. Defense costs shall be outside the limits of liability.
10.1.5.3. Coverage shall include, but not be limited to, the
following:
10.1.5.3.1. Failure to prevent unauthorized access;
10.1.5.3.2. Unauthorized disclosure of information;
10.1.5.3.3. Implantation of malicious code or computer
virus;
10.1.5.3.4. Fraud, Dishonest or Intentional Acts with final
adjudication language;
10.1.5.3.5. Intellectual Property Infringement coverage,
specifically including coverage for intellectual property infringement
claims and for indemnification and legal defense of any claims of
intellectual property infringement, including infringement of patent,
copyright, trade mark or trade secret, brought against the City for use of
Deliverables, Software or Services provided by Vendor under this
Agreement;
10.1.5.3.6. Technology coverage may be provided through
an endorsement to the Commercial General Liability (CGL) policy, a
separate policy specific to Technology E&O, or an umbrella policy that
picks up coverage after primary coverage is exhausted. Either is
acceptable if coverage meets all other requirements. Technology coverage
Vendor Services Agreement —Technology Page 6 of 16
Planning Management Consulting, LLC
shall be written to indicate that legal costs and fees are considered outside
of the policy limits and shall not erode limits of liability. Any deductible
will be the sole responsibility of the Vendor and may not exceed $50,000
without the written approval of the City. Coverage shall be claims -made,
with a retroactive or prior acts date that is on or before the effective date
of this Agreement. Coverage shall be maintained for the duration of the
contractual agreement and for two (2) years following completion of
services provided. An annual certificate of insurance, or a full copy of the
policy if requested, shall be submitted to the City to evidence coverage;
and
10.1.5.3.7. Any other insurance as reasonably requested by
City.
10.2. General Insurance Requirements:
10.2.1. All applicable policies shall name the City as an additional insured
thereon, as its interests may appear. The term City shall include its employees, officers,
officials, agents, and volunteers in respect to the contracted services.
10.2.2. The workers' compensation policy shall include a Waiver of Subrogation
(Right of Recovery) in favor of the City of Fort Worth.
10.2.3. A minimum of Thirty (30) days' notice of cancellation or reduction in
limits of coverage shall be provided to the City. Ten (10) days' notice shall be acceptable
in the event of non-payment of premium. Notice shall be sent to the Risk Manager, City of
Fort Worth, 1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City
Attorney at the same address.
10.2.4. The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A- VII in the
current A.M. Best Key Rating Guide, or have reasonably equivalent financial strength and
solvency to the satisfaction of Risk Management. If the rating is below that required,
written approval of Risk Management is required.
10.2.5. Any failure on the part of the City to request required insurance
documentation shall not constitute a waiver of the insurance requirement.
10.2.6. Certificates of Insurance evidencing that the Vendor has obtained all
required insurance shall be delivered to and approved by the City's Risk Management
Division prior to execution of this Agreement.
11. Compliance with Laws, Ordinances, Rules and Regulations. Vendor agrees to comply with
all applicable federal, state and local laws, ordinances, rules and regulations. If the City notifies Vendor of
any violation of such laws, ordinances, rules or regulations, Vendor shall immediately desist from and
correct the violation.
12. Non -Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
subcontractors and successors in interest, as part of the consideration herein, agrees that in the performance
of Vendor's duties and obligations hereunder, it shall not discriminate in the treatment or employment of
any individual or group of individuals on any basis prohibited by law. If any claim arises from an alleged
Vendor Services Agreement —Technology Page 7 of 16
Planning Management Consulting, LLC
violation of this non-discrimination covenant by Vendor, its personal representatives, assigns,
subcontractors or successors in interest, Vendor agrees to assume such liability and to indemnify and defend
the City and hold the City harmless from such claim.
13. Notices. Notices required pursuant to the provisions of this Agreement shall be
conclusively determined to have been delivered when (1) hand -delivered to the other parry, its agents,
employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the
transmission, or (3) received by the other party by United States Mail, registered, return receipt requested,
addressed as follows:
TO THE CITY:
City of Fort Worth
Attn: Assistant City Manager
100 Fort Worth Trail
Fort Worth, TX 76102
With Copy to the City Attorney
at same address
TO VENDOR:
Planning Management Consulting, LLC
2483 S Branch Road
Krum, TX 76249
14. Solicitation of Emnlovees. Neither the City nor Vendor shall, during the term of this
Agreement and additionally for a period of one year after its termination, solicit for employment or employ,
whether as employee or independent contractor, any person who is or has been employed by the other
during the term of this Agreement, without the prior written consent of the person's employer. This provision
shall not apply to an employee who responds to a general solicitation or advertisement of employment by
either party.
15. Governmental Powers. It is understood and agreed that by execution of this Agreement,
the City does not waive or surrender any of its governmental powers.
16. No Waiver. The failure of the City or Vendor to insist upon the performance of any term
or provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of the
City's or Vendor's respective right to insist upon appropriate performance or to assert any such right on any
future occasion.
17. Governing Law and Venue. This Agreement shall be construed in accordance with the laws
of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought on the basis of
this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas, Fort Worth Division.
18. Severability. If any provision of this Agreement is held to be invalid, illegal or
unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be
affected or impaired.
19. Force Maieure. City and Vendor shall exercise their best efforts to meet their respective
duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission
in performance due to force majeure or other causes beyond their reasonable control, including, but not
limited to, compliance with any government law, ordinance or regulation, acts of God, acts of the public
enemy, fires, strikes, lockouts, natural disasters, wars, riots, epidemics or pandemics, material or labor
restrictions by any governmental authority, transportation problems, restraints or prohibitions by any court,
Vendor Services Agreement —Technology Page 8 of 16
Planning Management Consulting, LLC
board, department, commission, or agency of the United States or of any States, civil disturbances, other
national or regional emergencies, and/or any other similar cause not enumerated herein but which is beyond
the reasonable control of the Party whose performance is affected (collectively "Force Majeure Event").
The performance of any such obligation is suspended during the period of, and only to the extent of, such
prevention or hindrance, provided the affected Party provides notice of the Force Majeure Event, and an
explanation as to how it hinders the party's performance, as soon as reasonably possible, as determined in
the City's discretion, after the occurrence of the Force Majeure Event. The form of notice required by this
section shall be the same as section 13 above.
20. Headings Not Controlling. Headings and titles used in this Agreement are for reference
purposes only and shall not be deemed a part of this Agreement.
21. Review of Counsel. The parties acknowledge that each party and its counsel have reviewed
this Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved
against the drafting party shall not be employed in the interpretation of this Agreement or exhibits hereto.
22. Amendments. No amendment of this Agreement shall be binding upon a party hereto
unless such amendment is set forth in a written instrument, and duly executed by an authorized
representative of each party.
23. Entirety of Agreement. This Agreement, including any exhibits attached hereto and any
documents incorporated herein by reference, contains the entire understanding and agreement between the
City and Vendor, their assigns and successors in interest, as to the matters contained herein. Any prior or
contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with
any provision of this Agreement.
24. Countemarts. This Agreement may be executed in one or more counterparts and each
counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together constitute
one and the same instrument. An executed Agreement, modification, amendment, or separate signature page
shall constitute a duplicate if it is transmitted through electronic means, such as fax or e-mail, and reflects
the signing of the document by any party. Duplicates are valid and binding even if an original paper
document bearing each party's original signature is not delivered.
25. Warranty of Services. Vendor warrants that its services will be of a professional quality
and conform to generally prevailing industry standards. City must give written notice of any breach of this
warranty within thirty (30) days from the date that the services are completed. In such event, at Vendor's
option, Vendor shall either (a) use commercially reasonable efforts to re -perform the services in a manner
that conforms with the warranty, or (b) refund the fees paid by the City to Vendor for the nonconforming
services.
26. Milestone Acceptance. Vendor shall verify the quality of each deliverable before
submitting it to the City for review and approval. The City will review all deliverables to determine their
acceptability and signify acceptance by execution of the Milestone Acceptance Form, which is attached
hereto as Exhibit "C." If the City rejects the submission, it will notify the Vendor in writing as soon as the
determination is made listing the specific reasons for rejection. The Vendor shall have ten (10) days to
correct any deficiencies and resubmit the corrected deliverable. Payment to the Vendor shall not be
authorized unless the City accepts the deliverable in writing in the form attached. The City's acceptance
will not be unreasonably withheld.
Vendor Services Agreement —Technology Page 9 of 16
Planning Management Consulting, LLC
27. Network Access.
27.1. Citv Network Access. If Vendor, and/or any of its employees, officers, agents,
servants or subcontractors (for purposes of this section "Vendor Personnel"), requires access to the
City's computer network in order to provide the services herein, Vendor shall execute and comply
with the Network Access Agreement which is attached hereto as Exhibit "D" and incorporated
herein for all purposes.
27.2. Federal Law Enforcement Database Access. If Vendor, or any Vendor Personnel,
requires access to any federal law enforcement database or any federal criminal history record
information system, including but not limited to Fingerprint Identification Records System
("FIRS"), Interstate Identification Index System ("III System"), National Crime Information Center
("NCIC") or National Fingerprint File ("NFF"), or Texas Law Enforcement Telecommunications
Systems ("TLETS"), that is governed by and/or defined in Title 28, Code of Federal Regulations
Part 20 ("CFR Part 20"), for the purpose of providing services for the administration of criminal
justice as defined therein on behalf of the City or the Fort Worth Police Department, under this
Agreement, Vendor shall comply with the Criminal Justice Information Services Security Policy
and CFR Part 20, as amended, and shall separately execute the Federal Bureau of Investigation
Criminal Justice Information Services Security Addendum. No changes, modifications, alterations,
or amendments shall be made to the Security Addendum. The document must be executed as is,
and as approved by the Texas Department of Public Safety and the United States Attorney General.
28. Immigration Nationality Act. Vendor shall verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form (I-9). Upon request by City, Vendor shall provide City with copies of all I-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor shall adhere to all Federal and State laws as well as establish appropriate procedures
and controls so that no services will be performed by any Vendor employee who is not legally eligible to
perform such services. VENDOR SHALL INDEMNIFY CITY AND HOLD CITY HARMLESS
FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS
PARAGRAPH BY VENDOR, VENDOR'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR
LICENSEES. City, upon written notice to Vendor, shall have the right to immediately terminate this
Agreement for violations of this provision by Vendor.
29. Informal Dispute Resolution. Except in the event of termination pursuant to Section 4.2, if
either City or Vendor has a claim, dispute, or other matter in question for breach of duty, obligations, services
rendered or any warranty that arises under this Agreement, the parties shall first attempt to resolve the matter
through this dispute resolution process. The disputing party shall notify the other party in writing as soon as
practicable after discovering the claim, dispute, or breach. The notice shall state the nature of the dispute and
list the parry's specific reasons for such dispute. Within ten (10) business days of receipt of the notice, both
parties shall commence the resolution process and make a good faith effort, either through email, mail, phone
conference, in person meetings, or other reasonable means to resolve any claim, dispute, breach or other matter
in question that may arise out of, or in connection with this Agreement. If the parties fail to resolve the dispute
within sixty (60) days of the date of receipt of the notice of the dispute, then the parties may submit the matter
to non -binding mediation in Tarrant County, Texas, upon written consent of authorized representatives of both
parties in accordance with the Industry Arbitration Rules of the American Arbitration Association or other
applicable rules governing mediation then in effect. The mediator shall be agreed to by the parties. Each party
shall be liable for its own expenses, including attorney's fees; however, the parties shall share equally in
the costs of the mediation. If the parties cannot resolve the dispute through mediation, then either party shall
have the right to exercise any and all remedies available under law regarding the dispute. Notwithstanding the
fact that the parties may be attempting to resolve a dispute in accordance with this informal dispute
Vendor Services Agreement —Technology Page 10 of 16
Planning Management Consulting, LLC
resolution process, the parties agree to continue without delay all of their respective duties and obligations
under this Agreement not affected by the dispute. Either party may, before or during the exercise of the
informal dispute resolution process set forth herein, apply to a court having jurisdiction for a temporary
restraining order or preliminary injunction where such relief is necessary to protect its interests.
30. Rebortin2 Requirements.
30.1. For purposes of this section, the words below shall have the following meaning:
30.1.1. Child shall mean a person under the age of 18 years of age.
30.1.2. Child pornography means an image of a child engaging in sexual conduct
or sexual performance as defined by Section 43.25 of the Texas Penal Code.
30.1.3. Computer means an electronic, magnetic, optical, electrochemical, or
other high-speed data processing device that performs logical, arithmetic, or memory
functions by the manipulations of electronic or magnetic impulses and includes all input,
output, processing, storage, or communication facilities that are connected or related to the
device.
30.1.4. Computer technician means an individual who, in the course and scope of
employment or business, installs, repairs, or otherwise services a computer for a fee. This
shall include installation of software, hardware, and maintenance services.
30.1.5. Reporting Requirement. If Vendor meets the definition of Computer
Technician as defined herein, and while providing services pursuant to this Agreement,
views an image on a computer that is or appears to be child pornography, Vendor shall
immediately report the discovery of the image to the City and to a local or state law
enforcement agency or the Cyber Tip Line at the National Center for Missing and Exploited
Children. The report must include the name and address of the owner or person claiming a
right to possession of the computer, if known, and as permitted by law. Failure by Vendor
to make the report required herein may result in criminal and/or civil penalties.
31. Signature Authoritv. The person signing this agreement hereby warrants that he/she has
the legal authority to execute this agreement on behalf of the respective party, and that such binding
authority has been granted by proper order, resolution, ordinance or other authorization of the entity. This
Agreement, and any amendment(s) hereto, may be executed by any authorized representative of Vendor
whose name, title and signature is affixed on the Verification of Signature Authority Form, which is
attached hereto as Exhibit "E" and incorporate herein by reference. Each party is fully entitled to rely on
these warranties and representations in entering into this Agreement or any amendment hereto.
32. Survival of Provisions. The parties' duties and obligations pursuant to Section 4.4 (Duties
and Obligations), 5 (Disclosure of Conflicts and Confidential Information), Section 6 (Right to Audit), and
Section 8 (Liability and Indemnification) shall survive termination of this Agreement.
33. No Bovcott of Israel. If Vendor has fewer than 10 employees or the Agreement is for less
than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter 2271 of
the Texas Government Code, City is prohibited from entering into a contract with a company for goods or
services unless the contract contains a written verification from the company that it: (1) does not boycott
Israel; and (2) will not boycott Israel during the term of the contract. The terms "boycott Israel" and
"company" shall have the meanings ascribed to those terns in Section 2271 of the Texas Government
Vendor Services Agreement —Technology Page 11 of 16
Planning Management Consulting, LLC
Code. By signing this Agreement, Vendor certifies that Vendor's signature provides written verification to
City that Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the
Agreement.
34. Prohibition on Bovcottina Ener2v Companies. If Vendor has fewer than 10 employees or
the Agreement is for less than $100,000, this section does not apply. Vendor acknowledges that in
accordance with Chapter 2276 of the Texas Government Code, the City is prohibited from entering into a
contract for goods or services that has a value of $100,000 or more that is to be paid wholly or partly from
public funds of the City with a company with 10 or more full-time employees unless the contract contains
a written verification from the company that it: (1) does not boycott energy companies; and (2) will not
boycott energy companies during the term of the contract. The terms "boycott energy company" and
"company" have the meaning ascribed to those terms by Chapter 2276 of the Texas Government Code. To
the extent that Chapter 2276 of the Government Code is applicable to this Agreement, by signing this
Agreement, Vendor certifies that Contractor's signature provides written verification to the City that
Contractor: (1) does not boycott energy companies; and (2) will not boycott energy companies during the
term of this Agreement.
35. Prohibition on Discrimination Against Firearm and Ammunition Industries. If Vendor has
fewer than 10 employees or the Agreement is for less than $100,000, this section does not apply. Vendor
acknowledges that except as otherwise provided by Chapter 2274 of the Texas Government Code, the City
is prohibited from entering into a contract for goods or services that has a value of $100,000 or more that
is to be paid wholly or partly from public funds of the City with a company with 10 or more full-time
employees unless the contract contains a written verification from the company that it: (1) does not have a
practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade associa-
tion; and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade
association. The terms "discriminate," "firearm entity" and "firearm trade association" have the meaning
ascribed to those terms by Chapter 2274 of the Texas Government Code. To the extent that Chapter 2274
of the Government Code is applicable to this Agreement, by signing this Agreement, Vendor certifies that
Contractor's signature provides written verification to the City that Contractor: (1) does not have a practice,
policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and
(2) will not discriminate against a firearm entity or firearm trade association during the term of this Agree-
ment.
36. Electronic Signatures. This Agreement may be executed by electronic signature, which will
be considered as an original signature for all purposes and have the same force and effect as an original
signature. For these purposes, "electronic signature" means electronically scanned and transmitted versions
(e.g. via pdf file or facsimile transmission) of an original signature, or signatures electronically inserted via
software such as Adobe Sign.
37. Entirety of Agreement. This Agreement contains the entire understanding and agreement
between City and Vendor, their assigns and successors in interest, as to the matters contained herein. Any
prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict
with any provision of this Agreement.
(signature page follows)
Vendor Services Agreement —Technology Page 12 of 16
Planning Management Consulting, LLC
ET61 1 :1►Ioff l".119111G
CITY.
CITY OF FORT WORTH
By:
Name: Richard Zavala
Title: Interim Assistant City Manager
Date: Mar 17, 2025
FAQUZ1T/Aa-4:1K0)UIU10079113
By:
Name:
Kevin Gunn
Title:
Director, IT Solutions
ATTEST:
By:
Name: Jannette Goodall
Title: City Secretary
VENDOR:
dd444pdq�
ellNR !d
a° �° �9•iv
�o
OV o �=ii
a°nn �zAga4
�nR444Q
PLANNING MANAGEMENT CONSULTING,
LLC
rdeh ` D
By:
Arden L Dudek (Mar 6, 202516:06 CST)
Name:
Dr. Arden Dudek, PMP
Title:
President + Principal Planner
Date:
Mar 6, 2025
Vendor Services Agreement —Technology
Planning Management Consulting, LLC
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:
Name: Michelle Swindle
Title: Sr. IT Solutions Manager
APPROVED AS TO FORM AND LEGALITY:
M. Kurz And,-rr-' //
By. M. Kevin Anders, II (Mar 17, 202510:19 CDT)
Name: M. Kevin Anders, II
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: N/A
Date Approved: N/A
Form 1295: N/A
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 13 of 16
1W40111:31W.1
STATEMENT OF WORK
A. Vendor Services. Vendor agrees to perform the following Services described below. The Vendor's
proposal is included in Exhibit C for reference purposes only and shall not supersede Vendor's
obligations in this Exhibit A. The schedule for performing the following events shall follow the
schedule identified on the "Timeline" page in Exhibit C.
a. Initial Discovery Call: Vendor and City shall engage in an initial conversation, at a mutually
agreed upon date, time, and format, in writing, between Vendor and City, to understand the
City's current practices and specific needs regarding departmental Scope of Work (SOW)
practices.
b. Evaluation of Successful SOW's: Vendor shall perform an assessment of 2-3 successful
project lifecycle SOW's (defined as beginning with the Request for Proposals, and
including the Vendor Contract and Project Scope Statement) identified by the department
to highlight effective practices for the purpose of informing workshop discussions. Vendor
shall have four weeks beginning after the conclusion of the department's historical SOW
analysis to perform this assessment.
c. Evaluation of Less Successful SOW's: Vendor shall perform an assessment of 2-3 less
successful project lifecycle SOW's to identify challenges and areas for improvement, for
the purpose of informing workshop discussions. Vendor shall have four weeks beginning
after the conclusion of the department's historical SOW analysis to perform this
assessment.
d. Development and Delivery of Strawman Template: Vendor shall create a preliminary
"strawman" template for SOW's based on the evaluations of the Successful SOW's and
Less Successful SOW's, serving as a foundation for the workshop discussions. Vendor shall
have four weeks beginning after the conclusion of the department's historical SOW
analysis to create the "strawman" template.
e. Finalization and Delivery of Standardized SOW Templates: Vendor shall revise the
strawman templates based on workshop feedback, resulting in finalized standardized
templates for an RFP, Vendor Contract, and Project Scope Statement. Vendor shall have
two weeks to finalize and deliver these templates after the date of the SOW Workshop.
f. Follow -Up Report and Conversation: Vendor shall draft and provide a comprehensive
report summarizing findings from evaluations and the workshops, including the finalized
templates and recommendations for implementation to facilitate informed decision -
making.
g. Final Revisions: Before providing final templates, the City shall have the right to provide
oral and written feedback on the proposed templates. Vendor shall provide one
complimentary update to the templates based on the City's oral and written feedback.
Vendor shall have two additional weeks after the Report Walkthrough and Conversation to
revise the templates based on the City's comments. Further revisions may be discussed
between City and Vendor on an as needed basis.
B. City's Duties: City shall perform the following duties under this Agreement:
Vendor Services Agreement — Technology — Exhibit A Page 14 of 16
a. City shall prove two to three examples of successful and less successful SOW templates
each for Requests for Proposals, Vendor Contracts, and the Project Scope Statement. City
shall identify each of these SOW templates as either Successful or Less Successful, and
include written notes on what worked well and did not work well in each case.
b. City shall promptly confirm the date and time for the SOW consultation workshop for an
in -person meeting at the department's facility. City shall host the SOW consultation
workshop in a conference room equipped with speakers and a projector for Vendor's
Windows -based laptop. City may have technical support available for the workshop. City
shall provide workshop supplies, including, but not limited to a whiteboard or flipcharts,
appropriate markers, and food for the attendees.
c. City shall provide oral and written feedback on the SOW templates to Vendor no later
than five business days after the Walkthrough.
Vendor Services Agreement — Technology — Exhibit A Page 15 of 16
1W40111:3181.1
VERIFICATION OF SIGNATURE AUTHORITY
Planning Management Consulting, LLC
2483 S Branch Rd.
Krum, TX. 76249
Execution of this Signature Verification Form ("Form") hereby certifies that the following individuals
and/or positions have the authority to legally bind the Vendor and to execute any agreement, amendment or
change order on behalf of Vendor. Such binding authority has been granted by proper order, resolution,
ordinance or other authorization of Company. The City is fully entitled to rely on the warranty and
representation set forth in this Form in entering into any agreement or amendment with Vendor. Vendor will
submit an updated Form within ten (10) business days if there are any changes to the signatory authority.
The City is entitled to rely on any current executed Form until it receives a revised Form that has been
properly executed by the Vendor.
Name: Dr. Arden Dudek, PMP
Position: President+ Principal Planner
Arden ` Dudek
Arden L Dudek (Mar 6, 202516:06 CST)
Signature
2. Name:
Position:
Signature
3. Name:
Position:
Signature
Name: Dr. Arden Dudek, PMP
Arden L Dudnk
Arden L Dudek (Mar 6, 202516:06 CST)
Signature of President / CEO
Other Title: President + Principal Planner
Date: Mar 6, 2025
Vendor Services Agreement — Technology — Exhibit B Page 16 of 16
Michelle Swindle
STATEMENT OF WORK
Integrating SOW Best Practices in
The City of Fort Worth PMO
February 13, 2025
Based on Proposal from 12/18/24 and 1/13/25 Meeting
For 1 hour Workshop for 7-10 Team Members
FORTWORTH.
-0, l-
�'y��
Dr. Arden Dudek, PMP
President + Principal Planner
Planning Management Consulting
LLC
Scan the QR code to
o Pft,°o
Get my Digital Business Card or
Schedule a Great Conversation!
0-
TABLE OF CONTENTS
ExecutiveSummary................................................................................................................................................. 3
We will collaborate with the PMO to achieve these Key Objectives: .................................................................... 3
SelectedServices.....................................................................................................................................................4
Deliverables............................................................................................................................................................. 5
Timeline................................................................................................................................................................... 6
Materialsforthe PMO to Supply.............................................................................................................................. 7
Pricing...................................................................................................................................................................... 8
CommunicationProcess.......................................................................................................................................... g
Conclusion............................................................................................................................................................... g
Leadership Agilityr'
Let's Start Planning Today!
Page 2 of 9
Planning Management Consulting LLC is excited to formalize this Statement of Work (SOW) to support The City
of Fort Worth Project Management Office (PMO) in enhancing the consistency and accountability of its project
stakeholders. Our focus is on integrating Statement of Work (SOW) best practices into your existing artifacts and
management processes. With extensive experience serving regulated planning organizations, we have
successfully matured PMO practices and aligned tools to maximize benefits for all project stakeholders. We look
forward to partnering with you to achieve these important goals.
We will collaborate with the PMO to achieve these Key Objectives:
• Key Objective #i: Enhance the PMO's communication and management of project vendors, stakeholders,
and team members throughout all project phases, including Request for Proposal (RFP), Vendor Contract
Management, and Project Execution.
• Key Objective #z: Provide education and recommendations on Statement of Work (SOW) best practices to
advance the PMO's existing artifacts and processes.
• Key Objective #3: Develop a preliminary "strawman" template based on the PMO's analysis of historical
SOWS, facilitating discussion and refinement during the workshop.
• Key Objective #4: Develop standardized SOW templates to improve the consistency and traceability of
project requirements and SOW components across RFPs, Vendor Contracts, and project artifacts.
"TROJECT MANAGEMENT REVOLVES
AROUND PEOPLE —THOSE WHO EXECUTE THE
PROJECTS AND THOSE WHO BENEFIT FROM
THEIR RESULTS.
A PROJECT 0S ONLY SUCCESSFUL WHEN
EVERYONE is AWARE OF How TOO
EFFECTIVELY UMLIZE THE (CHANGES. "
Dr. Arden Dudek, PMP
Leadership Agility'
Let's Start Planning Today!
Page 3 of 9
• Service #i: Initial Discovery Call
We have already conducted a discovery call to understand the PMO's current practices and specific needs
regarding SOWS. This foundational conversation has allowed us to begin delivering value and will inform the
upcoming workshop and evaluations.
• Service #2: Evaluation of Successful SOWS
Evaluate 2-3 project lifecycle SOWS (from an RFP, Vendor Contract, and Project Scope Statement)
identified by the PMO as successful. The findings from this evaluation will serve as critical inputs for the
workshop, highlighting effective practices and criteria for success.
• Service #3. Evaluation of Less Successful SOWs
Assess 2-3 project lifecycle SOWS considered less successful by the PMO. This analysis will identify
challenges and areas for improvement, providing valuable context for the workshop discussions.
• Service #4: Development and Delivery of Strawman Template
Based on the evaluations, we will develop a preliminary "strawman" template for SOWS. This template will
incorporate best practices and insights gathered from the PMO's analysis, serving as a foundation for
discussion during the workshop.
• Service #5: SOW Consultation Workshop
We offer two tailored workshop options to enhance the PMO's understanding of Statement of Work (SOW)
best practices: Both options aim to equip the PMO with the tools and knowledge necessary for effective
project management.
o SOW Consultation Workshop (i hr): A focused session designed for 4-6 PMO members,
emphasizing best practices and practical applications. The workshop will leverage insights from
evaluations of both successful and less successful SOWS, ensuring discussions are relevant and
tailored to the PMO's specific context. We recommend conducting this workshop in person at
the PMO's location to foster engagement and collaboration.
Enhanced 2-hr SOW Workshop + i-hr Bonus Team -Building Activity: For a deeper exploration
of SOW best practices, this extended session includes all elements of the one -hour workshop,
to a John Maxwell leadership -based team -building activity.
NOT SELECTED BY CLIENT signed to enhance communication and collaboration among
lent choice for fostering a cohesive working environment.
• Service #6: Finalization and Delivery of Standardized SOW Templates
After the workshop, we will revise the strawman template based on feedback and insights gathered during
the session. The finalized SOW templates for an RFP, Vendor Contract, and Project Scope Statement will be
delivered to the PMO, ensuring they are equipped with standardized documents that enhance consistency
and traceability across all project artifacts.
• Service #7: Follow -Up Report and Conversation
Provide a comprehensive report summarizing the findings from the evaluations and workshop. This report
will include the finalized standardized templates, along with recommendations on the pros and cons of other
components considered but not included. This will facilitate informed decision -making and help the PMO
implement best practices effectively.
Leadership Agility'
Let's Start Planning Today!
Page 4 of 9
The following deliverables are designed to directly support the Key Objectives of our engagement and represent
the tangible outcomes of the Services provided.
Initial Discovery Call
A foundational conversation to understand the PMO's current
practices and specific needs regarding SOWS.
Assessment of 2-3 successful project lifecycle SOWS (from an RFP,
Evaluation of Successful SOWs
Vendor Contract, and Project Scope Statement) identified by the
PMO to highlight effective practices for the workshop.
Analysis of 2-3 less successful project lifecycle SOWS to identify
Evaluation of Less Successful SOWS
challenges and areas for improvement, providing valuable context for
workshop discussions.
Development and Delivery of
Creation of a preliminary "strawman" template for SOWs based on
Strawman Template
evaluations, serving as a foundation for discussion during the
workshop.
SOW Consultation Workshop (i hr)
A focused session designed for 4-6 PMO members, emphasizing best
practices and practical applications tailored to the PMO's needs.
per insights into SOW best practices,
Enhanced 2-hr SOW Workshop + i-hr
NOT SELECTED BY CLIENT Maxwell leadership team -building
Bonus Team -Building Activity
on and collaboration among project
Finalization and Delivery of
Revision of the strawman template based on workshop feedback,
Standardized SOW Templates
resulting in finalized standardized templates for an RFP, Vendor
Contract, and Project Scope Statement.
A comprehensive report summarizing findings from evaluations and
Follow -Up Report and Conversation
the workshop, including the finalized templates and
recommendations for implementation to facilitate informed decision -
making.
Leadership Agility'
Let's Start Planning Today!
Page 5 of 9
The following timeline outlines the key activities and estimated dates for our engagement.
Important Notes:
• The dates provided in this proposal are estimates and may change based on our mutual schedules. We
will keep you updated throughout the process to ensure we stay on track.
• These working dates published on 2/13/2025 are based on the meeting held with Michelle Swindle
and two of her team members on 1/17/2025 for the i hour SOW Workshop for 7-10 team members.
• We will provide notes from our conversation during the report walkthrough. While we aim to deliver a
polished final template, we understand that feedback may arise. We can offer one complimentary
update to the templates based on your feedback after our discussion. If further revisions are needed, we
can discuss those separately to ensure clarity on scope and effort.
Discovery Call - Complete
PMO Historical SOW Analysis
11/20/2024 11/20/2024
1/13/25 (approx.) 5/31/25
SOW Analysis Process Review and 1/17/25
Timeline Refinement Call - Complete
PMO Internal SOW Analysis Assessment - 5/6/25
Scheduled
Quick SOW Analysis Review and Schedule
1-hr SOW Workshop - Scheduled 5/13/25
Submit SOW Analysis 5/31/25
Evaluation of Successful and Less
Successful SOWS
Development and Delivery of Strawman
Template
SOW Consultation Workshop (1 hr) er
Enhanced 2 Hour Workshop
Finalization of Standardized SOW
Templates and Follow -Up Report
Report Walkthrough and Delivery
Final Revisions (if needed)
6/01/2025
6/01/2025
1/17/25
5/6/25
5/13/25
5/31/25
7/15/2025
7/15/2025
TBD by 7/31/25 TBD by 7/31/25
8/1/2025
TBD around
8/20/2025
8/21/2025
8/15/2025
TBD around
8/20/2025
9/5/2025
1 hour
20 weeks
.75 hour
Unknown
1 hour
N/A
6 weeks
6 weeks
1 hour plus set up
and breakdown
2 weeks
1-2 hours
2+ weeks
Leadership Agility'
Let's Start Planning Today!
Page 6 of 9
The following materials are to be supplied by the PMO.
Important Notes:
The dates provided in this proposal are estimates and may change based on our mutual schedules. We
will keep you updated throughout the process to ensure we stay on track. Your commitment to the
agreed upon target dates will benefit the forward movement of your organization's improvements.
• We will provide notes from our conversation during the report walkthrough. While we aim to deliver a
polished final template, we understand that feedback may arise. We can offer one complimentary
update to the templates based on your feedback after our discussion. If further revisions are needed, we
can discuss those separately to ensure clarity on scope and effort.
Schedule Workshop Meeting: Confirm the date and time for the SOW consultation 5/13/25
workshop, preferably for an In -Person meeting at the PMO's facility.
Historical SOWS for Analysis: Provide 2-3 examples of each classification (Successful 5/31/25
and Less Successful) for the following types of SOWS related to the same project:
- Request for Proposal (RFP)
- Vendor Contract
- Project Scope Statement
Classification Documentation: Document the classification of each SOW as either 5/31/25
Successful or Less Successful, including notes on what worked well and what did not in
each case.
Host the In -Person Workshop Site: Provide a conference room with projector for our By 7/31/25
Windows -based laptop; whiteboard orflipcharts; appropriate markers; and other
general workshop supplies.
Report Walkthrough Reaction: During the walkthrough tentatively scheduled for Estimated 8/23/25
8/20/25, please provide feedback on the SOW templates. To ensure a smooth
conclusion to our engagement, aim to share your insights by the end of the meeting or
within 3-5 business days afterward (by 8/23). We'll document our discussion and offer
one complimentary update based on your feedback. Any further revisions can be
discussed separately to clarify scope and effort.
Leadership Agility'
Let's Start Planning Today!
Page 7 of 9
We offer a comprehensive engagement designed to enhance the Project Management Office (PMO) and foster
collaboration among project stakeholders. Below are the two distinct workshop options available. Both options
are designed to enhance your PMO's effectiveness and foster collaboration among stakeholders.
Selected - Option is SOW Best Practices Workshop (1 hr)
This session focuses on best practices in project management and stakeholder engagement. It provides valuable
insights tailored to your PMO's needs.
Service #1: Initial Discovery Call Included
Service #z: Evaluation of Successful SOWS Included
Service #3: Evaluation of Less Successful SOWS Included
Service #4: Development and Delivery of Strawman Template Included
Service #5: SOW Consultation Workshop Included
Option i- SOW Consultation Workshop (i hr)
Service #6: Finalization and Delivery of Standardized SOW Templates Included
Service #7: Follow -Up Report and Conversation Included
Service #7a: One Complimentary Final Revisions of SOW Template Update Included
(NOTE: While we aim to deliver a polished final template, we understand that feedback may arise.
We can offer one complimentary update to the templates based on your feedback after our
discussion. If further revisions are needed, we can discuss those separately to ensure clarity on
scope and effort.)
Other SOW Template Modifications To be determined based
on scope and effort.
Travel to a City of Fort Worth PMO Conference Room for the Workshop Included
SELECTED: Total - Option:LB - SOW Consultation Workshop (1 hr) for 7-3.o Team S12,600
Members
• Recommendation: We suggest conducting this workshop in -person to maximize engagement and
interaction among participants.
• The pricing is valid for 6o days from the date of this proposal.
• Client will provide/cover: Training facilities, AV technical equipment, projector, computer connectivity
for laptop with PowerPoint software, sound, technical support if necessary, and any food for attendees.
• Travel: This Proposal does not include travel outside of the greater Fort Worth, TX, area. Travel
arrangements will be made separately.
Leadership Agility'
Let's Start Planning Today!
Page 8 of 9
Planning Management Consulting LLC will implement a demonstrated procedure for accepting, reviewing, and
responding to Michelle Swindle, City of Fort Worth PMO.
We will use email and follow up phone calls as our primary modes of communication in between live meetings or
sessions.
Face-to-face team meetings will be conducted as necessary for workshop preparations. Virtual meetings can also
be conducted using technological services such as MS Teams, Zoom, etc.
We look forward to partnering with The City of Fort Worth PMO to integrate SOW best practices into your project
management artifacts and processes. We are confident in our ability to meet the challenges ahead and are eager
to contribute to your success.
If you have questions on this proposal, feel free to contact me at your convenience by email at
ArdenDudek@PlanningMgmtConsulting.com MgmtConsulting.com or by phone at (512) 595-2602. We will be in touch with you next
week to arrange a follow-up conversation on the proposal.
Arden
Dr. Arden Dudek, PMP
President + Principal Planner
Pit
i
Dr. Arden Dudek, PM
President + Principal Planner
Planning Management Consulting
LLC
Scan the QR code to
0 0
Get my Digital Business Card or
Schedule a Great Conversation'
0
Leadership Agility'
Let's Start Planning Today!
Page 9 of 9