HomeMy WebLinkAboutContract 54771-A4E4CSC No. 54771-A4E4
FOURTH AMENDMENT AND FOURTH EXTENSION
TO
FORT WORTH CITY SECRETARY CONTRACT NO. 54771
This Fourth Amendment and Fourth Extension to Fort Worth City Secretary Contract No.
54771 ("Fourth Amendment") is made between the City of Fort Worth ("City,") a municipal
corporation and Kilan Holdings, Inc. d/b/a Kilan Solutions ("Vendor,") a Texas corporation.
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 City Secretary
Contract No. 54771 beginning November 2, 2020 (the "Agreement"); and
WHEREAS, on June 14, 2022, the parties entered into the First Amendment to the
Agreement, to increase the total value of the agreement to an amount not to exceed $327,039.00;
and
WHEREAS, the parties previously amended the Agreement to extend the expiration date
of the Agreement until December 31, 2024; and
WHEREAS, it is the collective desire of the parties to amend the Agreement to extend the
expiration date to December 31, 2026; and
WHEREAS, the City believes Vendor is exempt from the requirements of Texas
Government Code chapter 252; and
WHEREAS, the parties wish to increase the total contract amount of the Agreement by
$100,000.00, for a revised total contract amount up to $427,039.00; and
WHEREAS, the parties wish to amend the agreement to include Exhibit A-2 for additional
Implementation Support Services.
NOW THEREFORE, known by all these present, the Parties, acting herein by and
through their duly authorized representatives, agree to the following terms, which amend the
Agreement as follows:
OFFICIAL RECORD
2026.
I. AMENDMENTS CITY SECRETARY
FT. WORTH, TX
1. The Agreement is hereby amended to extend the expiration date to December 31,
2. Section 3, Compensation, is hereby replaced in its entirety to be and read as follows:
City shall pay Vendor an amount not to exceed Four Hundred Twenty -Seven Thousand
Thirty -Nine and 00/100 dollars ($427,039.00) in accordance with the provisions of this
Fourth Amendment and Fourth Extension to Fort Worth City Secretary Contract No. 54771 Page 1 of 4
Exhibit A-2
Agreement and Exhibit A-2 which is attached hereto and incorporated herein for all
purposes. Vendor shall not perform any additional services for City not specified by this
Agreement unless City requests and approves in writing the additional costs for such
services. City shall not be liable for any additional expenses of Vendor not specified by
this Agreement unless City first approves such expenses in writing. City agrees to pay all
invoices of Vendor within thirty (30) days of receipt of such invoice.
3. The Agreement is hereby amended to include Exhibit A-2 a Scope of Services for
Phase 3: Integration Support Services with pricing in accordance with the included Fee Estimate.
II. ALL OTHER TERMS SHALL REMAIN THE SAME
All other terms, provisions, conditions, covenants and recitals of the Agreement not
expressly amended herein shall remain in full force and effect.
III. ELECTRONIC SIGNATURE
This Amendment may be executed in multiple counterparts, each of which shall be an
original and all of which shall constitute one and the same instrument. A facsimile copy or
computer images, such as a PDR of tiff image, or a signature, shall be treated as and shall have the
same effect as an original.
[Signature Page Follows]
Fourth Amendment and Fourth Extension to Fort Worth City Secretary Contract No. 54771 Page 2 of 4
[Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED
AND AGREED:]
City:
By: Dianna Giordano Jun 17,202508:30 CDT)
Name: Dianna Giordano
Title: Assistant City Manager
Date: 06/17/2025
Kilan Holdings, Inc. d/b/a Kilan Solutions:
By. l"amla-& i"G.ud
Name: Pamela Paul
Title: CEO
Date: 6/12/2025
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended:
By:
Name: Kevin Gunn
Title: Director, IT Solutions
Approved as to Form and Legality:
Al kevi� > idak:c 11
By: M. Kevin Anders, I1(Jun 16, 202509:40 CDT)
Name: M. Kevin Anders, II
Title: Assistant City Attorney
Contract Authorization:
M&C: 22-0493
Approval Date: 6/28/2022
Form 1295:
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: StevenVandever (Jun 13,202509:52 CDT)
Name: Steven Vandever
Title: Sr. IT Solutions Manager
City Secretary:
By:
Name: Jannette S. Goodall
Title: City Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Fourth Amendment and Fourth Extension to Fort Worth City Secretary Contract No. 54771 Page 3 of 4
EXHIBIT A-2
Scope of Services for Phase 3: Integration Support Services
(Attached)
Fourth Amendment and Fourth Extension to Fort Worth City Secretary Contract No. 54771 Page 4 of 4
Exhibit A-2
0
KILAN
Scope of Services
City of Fort Worth — Project Management Information System (PMIS) Consultant
Phase 3: Integration Support Services
General Project Description
Kilan Solutions ("Kilan") will provide consulting services to the City of Fort Worth (the "City') supporting
the integration of the Project Management Information System ("PMIS") with various third -party systems
including the City's financial system of record for the City's Transportation and Public Works (TPW), Parks
and Recreation (PARD), Water and Property Management (PMD) departments.
Phase 3 services includes:
• Technical SME services supporting the implementation of integrations between eBuilder and:
o PeopleSoft for:
• Invoicing
• Vendor management
• Budget funding
• Expenditure budgets
• Non -PO charges
o Primavera P6 providing automated import of project schedule milestones.
• Technical SME services supporting the development of reports as needed including those providing
PeopleSoft contracts (PSK) data with their equivalent project commitments data in eBuilder.
Scope of Services
Task 3.1: Project Meetings
Kilan will support the City's Project Manager with project meetings as required over the remainder of the
project. These services include:
• Facilitating and/or participating in recurring integration and reporting requirements meetings.
Task 3.2: Planning, Discovery & Design
Kilan will support the City's Project Manager support to the City with planning, discovery and design
activities for the PM IS implementation. These services include:
• Facilitating and participation in discovery meetings with PARD and PMD stakeholders and SI
resources to review and finalize process requirements.
• Reviewing and providing comments for documents developed by the SI through discovery.
• Utilizing document control processes to manage the versioning, review and distribution of working
and final documents.
Task 3.2: Deliverables
1. Distribution of most recent versions of integration and reporting specifications to the City, SI and/or
third -party SMEs supporting the project.
1. Comments Provided from Review of SI-Developed Documents
Task 3.3: Integration Testing
Kilan will provide support to the City throughout the integration testing. These services include:
• Participation in testing reviews with project stakeholders and SI resources prior to Go -Live.
Page 1 of 6 Confidential January 6, 2025
0
KILAN
• Supporting resolution of action items specific to testing activities.
• Supporting resolution of defects throughout testing.
• Supporting the City with the Go/No-Go decision prior to Go -Live.
Task 3.3: Deliverables
1. Testing Reports
2. Comments Provided from Review of any SI-Developed documents
Task 3A Integration Go -Live
Kilan will provide support to the City with integration Go -Live activities. These services include:
• Supporting the City with meetings and activities for Go -Live readiness.
• Reviewing and providing as -built updates to integration specifications as required.
• Utilizing document control processes to manage the versioning, review and distribution of working
and final documents.
Task 3A Deliverables
1. As -Built Documentation
Project Timeline
This scope assumes the project's Phase 3: Integration Support Services will be conducted January 6, 2025 to
December 31, 2025.
Assumptions
Kilan makes the following assumptions for Phase 3: Integration Support Services of this project:
• The City will include Kilan resources in any project meetings, not coordinated by Kilan, relevant to the
project.
• The City will provide Kilan access to all available documentation that has been developed by the City for
this project, including existing technical and operational documentation.
• The City will provide Kilan with access to the City's personnel and resources as needed.
• The SI will provide Kilan with access to knowledgeable technical staff to support the defined project
activities.
• The City personnel and resources will remain available throughout the life of the project.
• Organizational changes occurring within the City will not impact the project scope, schedule or budget.
• Fee estimate includes a part-time Project Manager for the duration of the services.
• Fee estimate includes hours for a part-time Junior Technical Analyst supporting integration activities.
• Any additional fees associated with the execution of accepted project change requests will be
negotiated and managed via written authorization from the City based on the scope of the
proposed change.
• The City is ultimately responsible for the implementation of the PMIS.
• The City will provide final approval for all project deliverables.
Exclusions
The following services are not included in the proposed scope for Phase 3: Integration Support Services:
• Any tasks or activities relating to City projects outside the scope of the PM IS project.
• Documentation and management of any risks and issues identified for the project will be the
responsibility of the City.
Page 2 of 6 Confidential January 6, 2025
0
KILAN
• Management, approval and payment of SI submitted invoices will be the responsibility of the City.
• The execution of unit and quality assurance testing.
• Coordination of Go -Live readiness and Post -Go -Live activities will be the responsibility of the City.
• Management of project documentation using the City's SharePoint site will be the responsibility of the
City.
• Any scope items not included in this document.
Fee Estimate
The fee for providing these services is based on Kilan's hourly rates at the time of performance.
Project
Junior
Tasks
Totals
Manager
Technical
Analyst
3.1 Project Management 8 30 38
3.2 Planning, Discovery & Design 64 240 304
3.3 Integration Testing 16 60 76
3.4 Integration Go -Live 8 30 38
Total Hours
96
360
456
Labor Rate
$150.00
$90.00
Total
$14,400.00
$32,400.00
46,800.00
Page 3 of 6 Confidential January 6, 2025
ACITY COUNCIL AGEND
Create New From This M&C
DATE: 6/28/2022 REFERENCE **M&C 22- LOG NAME
NO.: 0493
CODE: P TYPE: CONSENT PUBLIC
HEARING:
FORTW'ORTII
13P AMEND CITY
SECRETARY CONTRACT
NO. 54771
ME
SUBJECT: (ALL) Authorize an Amendment and Extension to City Secretary Contract No. 54771 with
Kilan Holdings, Inc. until December 31, 2023 to add Project Management Information
System Implementation Support Services for an Amount of $232,195.00 and Adopt the
Attached Appropriation Ordinance to Effect a Portion of Water's Contribution to Fiscal
Years 2022-2026 Capital Improvement Program
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize an amendment and extension to City Secretary Contract No. 54771 with Kilan Holdings,
Inc. until December 31, 2023 to add Project Management Information System Implementation
Support Services for an amount up to $232,195.00; and
2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Water & Sewer Capital Projects Fund in the amount of $116,097.50, from available funds, for the
purpose of funding the Fiscal Year 2022 Project Management Information System project (City
Project No. 103782) to effect a portion of Water's contribution to Fiscal Years 2022-2026 Capital
Improvement Program.
DISCUSSION:
A Request for Qualifications, RFQual 20-0164, for a Project Management Information System (PMIS)
consultancy was issued on May 27, 2021, and opened on June 11, 2020. Upon evaluation, it was
determined that Kilan Holdings, Inc. was the most qualified vendor for the City's needs. Subsequently, the
City executed City Secretary Contract No. 54771 with Kilan Holdings, Incc (Kilan).
The City executed a contract with Kilan to assist the Transportation and Public Works (TPW) and Water
Departments with preparing a bid for its PMIS. Kilan assisted in developing, issuing, and providing support
for the evaluation process.
The evaluation is complete and staff is making a recommendation for the PMIS project. Staff recommends
continuing its contractual relationship with Kilan so they can provide support and expertise during the
implementation phase of the PMIS project. Kilan will provide support and expertise during the PMIS
implementation phase. The costs for these additional services is an amount up to $232,195.00.
The costs of this extended agreement will be shared by Transportation and Public Works and the Water
Departments. The cost breakdown is
Department
Transportation
and Public
Works
Water
Total
Share of Contract
50\%
50\%
Cost
$116,097.50
$116,097.50
$232,195.00
It is the practice of the Water Department to appropriate its CIP plan throughout - he 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 Mayor and Council Communication 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 $116,097.50 $116,097.50
Projects Management M&C
Fund Information
System
DVIN-BE: A waiver of the goal for M/WBE subcontracting requirement is approved by the Office of Business
Diversity, in accordance with the M/WBE or BIDE Ordinance, because the purchase of goods or services is
from sources where subcontracting or supplier opportunities are negligible.
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.
AGREEMENT TERMS: Upon City Council's approval, this agreement shall begin upon execution and expire
one year from that date.
RENEWAL TERMS: This agreement may be renewed for one additional one-year term. 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.
Funding is budgeted in the Consultant and Other Professional Services account of the TPW Department's
Capital Project Srvc-Capital Fund and in the Unspecified -All Funds within the W&S Capital Projects Fund.
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 and in the TPW PMIS Procurement project within the Capital Project
Srvc-Capital Fund and upon approval of the above recommendations and adoption of the attached
appropriation ordinance, funds will be available in the W&S Capital Projects Fund for the FY 22 PMIS
project to support the approval of the above recommendations and execution of the change order. Prior to
an expenditure being incurred, the Transportation Public Works and the Water Department have 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 City Manaqer's Office bv:
Originating Department Head:
Program Activity
Budget Reference # Amount
Year (Chartfield 2)
Budget Reference # Amount
Year (Chartfield 2)
Reggie Zeno (8517)
Valerie Washington (6192)
Reginald Zeno (8517)
Kevin Gunn (2015)
Additional Information Contact: Cynthia Garcia (8525)
Ashley Kadva (2047)
ATTACHMENTS