HomeMy WebLinkAboutContract 61399-A3CSC No. 61399-A3
THIRD AMENDMENT
TO
FORT WORTH CITY SECRETARY CONTRACT NO. 61399
This Third Amendment to Fort Worth City Secretary Contract No. 61399 ("Third
Amendment") is made between the City of Fort Worth ("City"), a municipal corporation and
Resource Data, Inc., a Texas corporation ("Vendor"). City and Vendor are each individually
referred to herein as a "party" and collectively referred to as the "parties."
WHEREAS, City and Vendor entered into an Agreement identified as Fort Worth City
Secretary Contract No. 61399 beginning May 13, 2024 (the "Agreement"); and
WHEREAS, it is the collective desire of both City and Vendor to amend the Agreement to
increase the total annual not to exceed amount by $95,000 for a new annual not to exceed amount
of $195,000.00 to digitize additional City ordinances per M &C 25-0395.
NOW THEREFORE, known by all these present, City and Vendor, acting herein by and
through their duly authorized representatives, agree to the following terms, which amend the
Agreement as follows:
] . The Agreement is hereby amended to increase the total annual not to exceed amount
to $195,000.00.
2. All other terms, provisions, conditions, covenants and recitals of the Agreement not
expressly amended herein shall remain in full force and effect.
[Signature Page Follows]
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Third Amendment to Fort Worth City Secretary Contract No. 61399 Page 1 of 2
Executed effective as of the date signed by th I terim Assistant City Manager below.
FORT WORTH:
City of Fort Worth
By: Dianna Giordano (May 19, 2025 08:57 CDT)
Name:
Dianna Giordano
Title:
Assistant City Manager
Date:
05/19/2025
Approval Recommended:
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By: Sarah Trotter (May 16, 2025 08:01 CDT)
Name: Kevin Gunn
Title: Director, IT Solutions
Attest:
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By:
Name:
Jannette S. Goodall
Title:
City Secretary
VENDOR:
Resource Data, Inc.
By:
Name:
Brandi Dailey
Title:
Contracts Administrator
Date: 04/18/2025
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 (May 14, 202513:02 CDT)
Name: Steven Vandever
Title: Senior IT Solutions Manager
Approved as to Form and Legality:
By:
Name: Hye Won Kim
Title: Assistant City Attorney
Contract Authorization:
M&C: 25-0395
Approval Date: 5/13/25
Form 1295:2025-1284033
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Third Amendment to Fort Worth City Secretary Contract No. 61399 Page 2 of 2
Exhibit A-4
February 7, 2025
resource
data
City of Fort Worth, Ordinance Digitizing
Anchorage
560 E 34th Ave
Project Approach
Suite 100
Anchorage, AK 99503
Resource Data will digitize 244 ordinances from a list provided by
(907) 563-8100
the City of Fort Worth. This list was originally 344 ordinances;
however, the previous work of digitizing ordinances had a surplus of
Boise
funds, allowing us to jump start on the 344 for this effort. We
1450 S Eagle Flight Way
anticipate completing approximately 100 of these with the remaining
0
guise, Suite 155 83709
budget from the previous project. This will leave us with
(208) 424-2203
approximately 244 ordinances left to digitize in this effort.
Houston
To accomplish this project efficiently and cost effectively, Resource
15915 Katy Fwy
Data proposes a time -boxing approach to digitizing each ordinance.
Suite 350
The time -box approach will comprise two phases:
Houston, TX 77094
(713) 468-3385
Time -Box Approach, Phase /
Juneau
Resource Data estimates an average of three hours to read,
1 Sealaska Plaza
Suite 301
understand, and digitize an ordinance, as well as provide relevant
Juneau, AK 99801
attributes data when it is readily available. If an ordinance is
(907) 519-0292
completed in less than three hours, it will be flagged as completed
and our team will move to the next ordinance. If the efforts to
Portland
digitize an ordinance exceed the allotted three hours or cannot
1220 SW Morrison St
Suite 210
proceed due to data -availability issues, that ordinance will be
Portland, OR 97205
flagged to be revisited in Time -Box Approach, Phase II.
(503) 208-3693
The deliverables will include: www.resourcedata.com
• An Excel table stored in Fort Worth's SharePoint site that
documents all ordinances reviewed with the following
attributes:
o Digitized by (initials of the GIS analyst)
o Date of first upload to AGOL
o Status (successful for completed polygons, attempted
for polygons not yet able to be completed)
o Confidence level
o Data sources
o Comments regarding the digitization process and any assumptions or
adjustments made
o Notes for records or portions that could not be digitized
• Geospatial data that will be uploaded to Fort Worth's AGOL site every Friday. This
will allow Fort Worth staff to provide feedback and review the data in a digital
environment. The data load will include the following information:
o Polygons of successfully digitized ordinances with attribute information
including:
■ Ordinance number
■ Reference number
■ Case number
■ Date approved
■ Acres
■ Square miles
■ Type
■ Designation
■ Addition
■ Confidence level
■ Link to the ordinance
■ Error tolerance (within or not within 5% error of the survey acreage)
■ Survey acres
o Polyline layer containing line segments for completed and attempted
ordinances, as well as partially digitized ordinances requiring further
guidance
Time -Box Approach, Phase 11
Ordinances that were partially digitized, failed to be digitized, or were rejected by Fort
Worth due to low confidence levels will be moved to Phase II.Ordinances will remain in
Phase II until the City provides new information or additional data sources or instructs
Resource Data to seek additional data sources to mitigate the data issues. Our team will
continue editing ordinances in Phase II as the original budget allows. If any ordinances
remain after the original budget is expended, we will ask to amend the budget to cover the
outstanding ordinances.
Due to the unknowns associated with data availability, the iterative process mentioned
above is cost effective and efficient. It lets the City sift through large numbers of
ordinances faster and quickly digitize those that have data readily available. At the same
time, this process allows management to make decisions on those that need additional
work or funds. This approach will also help the City identify which datasets are suitable or
City of Fort Worth, Ordinance Digitizing '""`'` resource
Page 2 *40*0' data
otherwise to digitize each ordinance. Both phases will be wrapped in data -sourcing
activities and our standard project -management activities.
Estimated Costs and Rates
The table below shows our estimated costs for the tasks of this project and the rates for
the project's team members. Tasks are divided by bill rate. Work will proceed on a time -
and -materials basis up to the total authorized budget listed below. We will bill monthly for
actual hours worked, at the hourly rates of the team members performing the work. If we
anticipate any overruns, we will contact you promptly so you can decide to stop work, add
to the budget, or adjust the remaining scope in order to reach a good stopping point.
Estimated Costs
Digitizing and QA/QC 732 $89.08 $65,206
GIS technical assistance 40 $133.64 $5,346
Project management 80 $148.80 $11,904
Total 852 $82,456
We are committed to the success of this project and look forward to working with you. If
you have questions, please contact me at (986) 867-1278 or bfleming@resourcedata.com.
Sincerely,
BILL FLEMING
Houston Director
Resource Data
City of Fort Worth, Ordinance Digitizing
Page 3 � data resource
5/14/25, 12:17 PM M&C Review
ACITY COUNCIL AGEND
Create New From This M&C
Official site of the City of Fort Worth, Texas
FoRTWoR'11rrH
REFERENCE **M&C 25- 04RESOURCE DATA
DATE: 5/13/2025 NO.: 0395 LOG NAME: DIGITIZATION OF CITY
ORDINANCES
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Execution of Third Amendment to Cooperative Agreement with Resource
Data, Inc., in the Amount of $95,000.00 for a Revised Annual Contract Amount of
$195,000.00 for the Digitizing of Ordinances for the Development Services Department
through the Information Technology Solutions Department
RECOMMENDATION:
It is recommended that the City Council authorize execution of Third Amendment to City Secretary
Contract No. 61399, cooperative agreement with Resource Data, Inc., in the amount of $95,000.00
for a revised annual contract amount of $195,000.00 for the digitizing of ordinances for the
Development Service Department through the Information Technology Solutions Department.
DISCUSSION:
On May 13, 2024, the City of Fort Worth, (City), entered into City Secretary Contract (CSC) No. 61399
under the Texas Department of Information Resources (DIR), DIR-CPO-4514, to secure GIS technical
experts to digitize City Ordinances and upload into our City GIS layers for the Development Services
Department through the Information Technology Solutions Department in an amount not to exceed
$100,000.00.
On May 24, 2024, the City executed CSC 61399-A1 to incorporate a Scope of Work, (SOW) to digitize
241 ordinances; on January 8, 2025, the City executed CSC 61399-A2 for a new SOW to digitize 344
ordinances. The total contract amount remained not to exceed $100,000.00.
This Mayor & Council Communication (M&C) is to request authorization to execute CSC 61399-A3 to
digitize 244 additional ordinances in the amount of $95,000.00. These services would allow staff and
City residents to have access to digitized ordinances without delay and improve residents' self-service
capability. The total contract amount will not exceed $195,000.00.
Funding is budgeted in the ITS Capital Fund for the Information Technology Solutions Department for
the purpose of funding the FY24 DSD Digital Annexation project, as appropriated.
BUSINESS EQUITY: A Business Equity goal is not assigned when purchasing from an approved
purchasing cooperative or public entity.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by
the City Manager up to the amount allowed by relevant law and the Fort Worth City Code and does not
require specific City Council approval as long as sufficient funds have been appropriated.
SUCCESSOR CONTRACTS: The City will initially use the DIR contracts to make purchases
authorized by this M&C. In the event the DIR cooperative contract is not renewed, staff would cease
purchasing at the end of the last purchase agreement coinciding with a valid cooperative contract. If
the City Council were to not appropriate funds for a future year, staff would stop making purchases
when the last appropriation expires, regardless of whether the then -current purchase agreement has
expired.
If the DIR cooperative is extended, this M&C authorizes the City to purchase similar equipment and
services under the extended contract. In the event the DIR cooperative agreement is not extended, but
DIR executes a new cooperative agreement(s) with substantially similar terms, this M&C authorizes
the City to purchase the equipment and services under the new DIR contract(s).
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5/14/25, 12:17 PM
M&C Review
AGREEMENT TERMS: Upon approval of this recommendation, the agreement shall remain in effect in
accordance with Resource Data, Inc. DIR-CPO-4514 or applicable successive contracts for the same
services and so long as funds are appropriated.
RENEWAL OPTIONS: The agreement may be renewed at the City's option in accordance with the
DIR-CPO-4514 or its successors. This action does not require specific City Council approval provided
that the City Council has appropriated sufficient funds to satisfy the City's obligations during the
renewal term.
This will serve ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current capital budget, as previously
appropriated, in the ITS Capital Fund for the FY24 DSD Digital Annexation project to support the
approval of the above recommendation and execution of the amendment. Prior to any expenditure
being incurred, the Information Technology Solutions 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 Manager's Office by_ Dianna Giordano (7783)
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Kevin Gunn (2015)
Mark DeBoer (8598)
04RESOURCE DATA DIGITIZATION OF CITY ORDINANCES funds avail.docx (CFW Internal)
FID TABLE Resource Data.xlsx (CFW Internal)
Form 1295 Certificate 101340037 RDI Sianed.pdf (CFW Internal)
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