HomeMy WebLinkAboutContract 61533-A3Third Amendment to Fort Worth City Secretary Contract No. 61533 Page 1 of 2
THIRD AMENDMENT TO
FORT WORTH CITY SECRETARY CONTRACT NO. 61533
This Third Amendment to Fort Worth City Secretary Contract No. 61533 (“Third
Amendment”) is made between the City of Fort Worth (“Fort Worth”), a municipal corporation
and EMA, a Minnesota corporation (“Vendor”).
WHEREAS, Fort Worth and Vendor entered into an Agreement identified as Fort Worth
City Secretary Contract No. 61533 beginning June 7, 2024 (the “Agreement”); and
WHEREAS, the contract was previously amended to correct a rounding error on the
Compensation and Payment Schedule;
WHEREAS, the contract was amended to increase the spending authority and to extend
the term of Phase I, moving the expiration of both Phase I and the contract from June 7, 2025 to
July 31, 2025;
WHEREAS, it is the collective desire of both Fort Worth and Vendor to amend the
Agreement to proceed with Phase II, as was approved by M&C 24-0235.
NOW THEREFORE, known by all these present, Fort Worth and Vendor, acting herein by
and through their duly authorized representatives, agree to the following terms, which amend the
Agreement as follows:
1.The EMA Phase II Statement of Work and Project Schedule documentsareattached
to this Third Amendment as Exhibit A-1 and shall be incorporated herein for all
purposes;
2.The EMA Consultant Request Form is attached hereto as Exhibit A-2 and shall be
incorporated herein for all purposes. Final $215,000.00 of the contract’s spending
authority shall be accessible only after Fort Worth completes a fully executed EMA
Consultant Request Form to authorize the work.
3.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]
Third Amendment to Fort Worth City Secretary Contract No. 61533 Page 2 of 2
Executed effective as of the date signed by the Assistant City Manager below.
FORT WORTH:
City of Fort Worth
By: ___________________________
Name: Jesica McEachern
Title: Assistant City Manager
Date: ___________________________
Approval Recommended:
By: ______________________________
Name: Christopher Harder
Title: Director, Water Department
Attest:
By: ______________________________
Name: Jannette Goodall
Title: City Secretary
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: Richard Lisenbee
Title: Sr. IT Manager, Water Department
Approved as to Form and Legality:
By: ______________________________
Name: Hye Won Kim
Title: Assistant City Attorney
VENDOR:
EMA, Inc.
By:
Name: Michael Moosavi
Title: Vice President
Date: ____________________________
EMA PHASE II
1
EMA PROPOSED SOW FOR FT. WORTH WATER CIS SELECTION PHASE 2
PHASE 2: SELECTION OF SOFTWARE SOLUTION AND SYSTEM INTEGRATOR
SCOPE OF WORK
An integral aspect of effective strategic decision-making is the establishment of a thorough
methodology for scoring and evaluating proposals. Acting as an advocate representing FWWD,
EMA's approach provides FWWD with a transparent and collaborative selection process,
unveiling crucial facts and both strengths and weaknesses of each responder. This enables
team members to gain insight into the business, technical aspects, implementation
methodology, and personnel resources of all responders. FWWD's final determination and
judgment will consider all dimensions of selection criteria, encompassing functionality, risks,
opportunities, and pricing.
During the RFP development process (Phase 1-Task 6.1.5), EMA and FWWD discussed the
risks and benefits of developing a combined or two separate RFPs for the procurement of the
CIS software and the System Integrator. If separate RFPs are developed during the
procurement approach, EMA will use the same selection methodology and approach used to
select the CIS Software to assist FWWD in selecting the System Integrator. EMA will perform
the following activities to ensure FWWD selects the most suitable CIS software and capable and
reliable System Integrator.
Task 2-1: Project Management
Throughout the selection phase, EMA will continue overseeing the day-to-day activities of the
project team to guarantee the execution, monitoring, and control of all project components align
with the established goals and objectives. The EMA project manager is actively engaged with
the client team, addressing any issues and considerations to consistently surpass client
satisfaction. This responsibility encompasses the management of the budget, scope, EMA
resources, and project schedule. Additionally, it involves continuous communication with FWWD
project manager and stakeholders, overseeing invoicing, generating progress reports, and
identifying, assessing, and formulating response options for potential risks.
Assumptions:
Project Management hours estimated at 8 hours per week for a twelve-month duration
Principal-in-Charge hours estimated at 4 hours per month for a twelve-month duration
Deliverables:
Overall project management
Weekly status and monthly progress reports
Project logs
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Steering committee meetings
RFP # 1 - Software Solution Selection
Task 2-2: Proposal Management and Evaluation for Software Vendor
After the RFP has been issued, a pre-Proposal conference call will be scheduled with interested
software vendors. EMA will assist FWWD with review and response to submitted questions.
EMA will work closely with FWWD to prepare for evaluating software RFP responses, reference
checks, and demonstrations. EMA will conduct a selection criteria workshop with FWWD’s CIS
selection team that will focus on:
Mission and goals orientation.
Introduction to the evaluation tools and processes.
Practical demonstration of the evaluation process including Round 1 - Proposal evaluations and
Round 2 - Demonstration evaluations, after short-list for final selection.
The desired outcomes of this task are to empower the CIS selection team with the necessary
knowledge and tools to effectively evaluate and select the short-list of qualified CIS solution
providers.
Deliverables:
Teleconference participation
Response to vendor questions
Task 2-3: Demonstration Script Development and Vendor Invitations
Right after the Selection Criteria Workshop, EMA will create a draft of recommended
demonstration scripts. We will conduct a Demonstration Script Review Workshop to review the
draft demonstration scripts with the Evaluation Panel for their input, approval, and finalization.
The purpose of these scripts is to enable the software vendors to showcase that their product
possesses the required functionality using FWWD's CIS sample data and adhering to business
rules.
EMA will identify and create sample data elements, account information, and business
scenarios that will be provided to the selected software vendors. These data sets will be
provided to the vendor to ensure consistency and relevance during the demonstrations.
Deliverables:
Demonstration scripts
Identified list of the FWWD’s data and processes (for vendor product demonstration)
3
Task 2-4: Evaluate RFP Responses for Short List
EMA will review and analyze all proposals, providing an objective and comprehensive summary
report to FWWD. This report will include an analysis of the strengths, weaknesses and potential
gaps of each vendor's proposed solution, and an evaluation of whether the proposed systems
align with FWWD requirements. The report will communicate any potential policy or standard
operating procedure changes related to CIS vendors and proposed solutions and inform FWWD
of any evolving landscape that may impact decision-making.
EMA will act as a resource for Purchasing during the evaluation process. Panel Members can
submit questions, clarification of instructions, etc. to Purchasing. Purchasing will coordinate with
EMA for responses to Panel Member’s questions. EMA will work with Purchasing to finalize the
Vendor Functional and Technical requirements and Pricing spreadsheets.
Deliverable:
Software Vendor Proposal Analysis Report – including vendor strengths, weaknesses, gaps,
limitations, and risks; and impacts to FWWD’s processes and policies.
Final consolidated functional and technical spreadsheets.
Task 2-5: Conduct Short-Listed Vendor On-Site Demonstrations - up to three
EMA will develop a detailed agenda for the vendor demonstrations and will lead the facilitation
of the event. Facilitation will include coordinating logistics, setting expectations with vendors,
managing time allocations, ensuring adherence to the approved demonstration scripts, and
maintaining a consistent and objective environment for all vendors.
Vendor demonstrations will be designed to illustrate how the proposed solutions manage crucial
utility business rules and processes. Each event will span up to two and a half days of
thoroughly orchestrated demonstrations.
Assumptions:
Up to three demonstrations
Deliverables:
Demo Agenda
Facilitation of scripted vendor demonstrations (up to three; assumes two ½ day demonstrations)
Task 2-6: Vendor Reference Checks
EMA will develop a set of reference check questions to evaluate the effectiveness of how other
utilities have implemented the software solutions from the shortlisted vendor to meet their
4
requirements. This process aims to identify potential issues, risks, or other considerations to be
addressed during contract negotiations.
Deliverables:
Reference check questions
Task 2-7: Assistance with Determination of Preferred Software Vendor
EMA will assist FWWD with any questions, concerns, or clarifications needed during the final
selection of the preferred Software Vendor.
Deliverable:
Written responses to FWWD inquiries
Task 2-8: Selected Software Vendor Contract Assistance
EMA will review contract documentation and provide assistance and support to FWWD
throughout the process for consideration. This involves incorporating key deliverables into the
contract, adhering to milestone-based and staged payment terms in alignment with FWWD’s
procurement policy. The intention is to establish leverage that minimizes project risks.
Throughout the contract negotiation process, EMA will provide technical and management
support, offer tactical guidance on contract language, provide insights into terms and conditions,
for FWWD’s consideration The overarching goal is to maximize the value-added benefits
realized by FWWD through a strategic and well-informed negotiation process.
Deliverables:
Assistance and guidance in contract negotiation
RFP #2 - Selection of a System Integrator for the Selected Software
Solution
The following scope of work outlines tasks focused on selecting a System Integrator (SI) for the
implementation of the selected software solution. This scope assumes that the software vendor
has already been selected and that this process will concentrate on identifying a SI capable of
implementing and optimizing the chosen software to meet FWWD's requirements. Tasks related
to creating the SI RFP were included in the Phase 1 scope. The tasks include the evaluation of
potential SIs, the development of deployment scripts, and facilitation of selection workshops.
5
Task 2-9: Proposal Management and Evaluation for System Integrator
Following the issuance of an RFP for a SI, Purchasing will conduct a pre-proposal conference
call with potential integrators. EMA will support and assist FWWD with review and responses to
submitted questions.
EMA will work closely with FWWD to prepare for evaluating System Integrator RFP responses,
reference checks, and demonstrations. EMA will conduct workshops with FWWD’s CIS
selection team that will focus on:
Mission and goals orientation.
Introduction to the evaluation tools and processes.
Practical demonstration of the evaluation process including Round 1 - Proposal evaluations
and Round 2 - Demonstration evaluations.
The desired outcomes of this task are to empower the CIS selection team with the necessary
knowledge and tools to effectively evaluate and select the short-list of qualified system
integrators.
Assumption:
The RFP for the System Integrator was covered in the EMA Phase 1 SOW
Deliverables:
Teleconference participation
Response to vendor questions
Task 2-10: Development of Deployment Scripts for System Integrators
Based on the selected software’s capabilities and FWWD’s business needs, EMA will develop
deployment scripts that allow the SI to showcase their approach to configuring and
implementing the selected software. The Deployment scripts will focus on the SI project team
knowledge and experience, strategies for data migration, system configuration, testing, change
management, and training to ensure the solution aligns with FWWD’s functional and technical
requirements.
EMA will identify and create sample data elements, account information, and business
scenarios that will be provided to the selected SIs. These data sets will be provided to the
vendor to ensure consistency and relevance during the demonstrations.
Deliverables:
Demonstration scripts for SIs
Identified list of FWWD’s data and process needs for effective demonstration
6
Task 2-11: Evaluation of System Integrator Responses and Short-Listing
EMA will review and analyze all proposals, providing an objective and comprehensive summary
report to FWWD. This report will include an analysis of the strengths, weaknesses, and potential
gaps of each SI's proposed solution, and an evaluation of whether the SI’s proposed
configuration approach aligns with FWWD requirements.
EMA will act as a resource for Purchasing during the evaluation process. Panel members can
submit questions, clarification of instructions, etc. to Purchasing. Purchasing will coordinate with
EMA for responses to Panel member’s questions. EMA will work with Purchasing to finalize the
Vendor Functional and Technical requirements and Pricing spreadsheets.
Assumption:
“Short-listing” will not be necessary if the selected software vendor self-implements their
product. However, the self-implementing software vendor will still be required to respond to
the functional, technical, and narrative requirements.
Final consolidated functional and technical spreadsheets.
Deliverable:
SI Proposal Analysis Report – including vendor strengths, weaknesses, gaps, limitations,
and risks; and impacts to FWWD’s processes and policies.
Task 2-12: Conduct On-Site Deployment Workshops with Short-Listed Integrators
EMA will create the agenda for the SI demonstrations and be responsible for facilitating, along
with Purchasing, the demonstrations with each shortlisted system integrator (or the self-
implementing software vendor). These sessions will allow FWWD to observe how each integrator
approaches configuring, deploying, and tailoring the selected software to FWWD’s specific
requirements.
Assumption:
Up to three demonstrations
Deliverables:
Demo Agenda
Scripted system integrator demonstrations (up to three; assumes two ½ day
demonstrations)
7
Task 2-13: Reference Checks for Short-Listed SIs
EMA will develop a set of reference check questions to evaluate other utilities’ experience with
CIS implementations with the short-listed SIs. This process aims to identify potential issues,
risks, or other considerations to be addressed during contract negotiations.
Deliverables:
Reference check questions
Task 2-14: Assistance with Determination of Preferred System Integrator
EMA will assist FWWD with any questions, concerns, or clarifications needed during the final
selection of the preferred SI.
Deliverable:
Written responses to FWWD inquiries
Task 2-15: Contract Assistance with Selected SI
EMA will review contract documentation and provide assistance and support to FWWD
throughout the process for consideration. This involves incorporating key deliverables into the
contract, adhering to milestone-based and staged payment terms in alignment with FWWD’s
procurement policy. The intention is to establish leverage that minimizes project risks.
Throughout the contract negotiation process, EMA will provide technical and management
support, offer tactical guidance on contract language, provide insights into terms and conditions,
for FWWD’s consideration. The overarching goal is to maximize the value-added benefits
realized by FWWD through a strategic and well-informed negotiation process.
Deliverables:
Assistance and guidance with contract negotiation
Task 2-16: Prepare to Implement
EMA will conduct working sessions with FWWD in preparation for implementation. These
sessions will involve activities such as formulating a staff backfill plan, providing an educational
overview of the project, and conducting overall readiness planning for FWWD’s project team.
Deliverables:
Implementation readiness assessment report
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ADDITIONAL TASKS – OCM, BPR, DQ
FWWD has requested EMA’s support in the areas of Organizational Change Management,
Business Process Re-engineering, and Data Quality Analysis & Cleanup. This engagement
will be structured as task order driven, with each task order defining the scope, budget, and
deliverables for specific efforts. The initial task orders will focus on conducting a
comprehensive gap analysis and assessment of FWWD’s current data environment, as well
as identifying opportunities for business process improvements.
Under the initial task orders, EMA will work with FWWD to perform the following activities:
Conduct a gap analysis of data quality and data cleanup needs and develop a report
with specific recommendations for improvement.
Collaborate with the business process improvement team to review existing workflows
and identify actionable enhancements aligned with industry best practices.
Partner with the FWWD project manager and workstream leaders to develop a
structured improvement plan, define key performance indicators, and establish a regular
reporting cadence to executive management.
A fixed pool of labor hours and funding will be allocated under this task to support these
services on an as-needed basis. FWWD will issue individual Purchase Orders for each
specific task order to manage scope, budget, and associated deliverables.
Deliverables:
Initial deliverables include:
o A data quality assessment report
o Business Process improvement recommendations
Other deliverables will be determined by FWWD and detailed within the Purchase Orders.
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PRICING
The schedule below reflects the price of $745,351 including Travel and Expenses of $56,823.
SCHEDULE
We estimate the project will have a duration of 12 months as reflected in the plan below. This plan
assumes a Software RFP release date of July 11, 2025.
Phase II Project Schedule
EMA Consultant Request
Customer Information System (CIS) Project
Page 1 of 2
Date of Request: __________________
This form serves as a task order to request/approve assistance from EMA on an “as-needed” basis. The
approved task order will be used to justify the issue of a purchase order for the requested consultant
services.
1. Describe the assistance/work you are requesting from EMA.
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
2. Describe any deliverables required of EMA. If no deliverables are required, indicate “none” or
“n/a.”
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
_________________________________________________________________________________
3. Estimate the number of hours required from EMA for this event.
_________________________________________________________________________________
_________________________________________________________________________________
4. Estimate the date range of this event.
_________________________________________________________________________________
5. If consultant travel (to Fort Worth) is required for this event, indicate the number of travel events
and the total number of days required for the consultant to be on-site, in Fort Worth.
_________________________________________________________________________________
_________________________________________________________________________________
__________________________________ ______________________________
Requestor’s Name Requestor’s Signature
EMA’s Project Manager will review, approve, and assign the appropriate consultant to this task.
1. Consultant assigned: __________________________________________________
2. Contract rate for assigned consultant: ______________________________
3. Estimate for requested travel (include estimate of all travel costs – receipts and actual costs will
be provided with EMA’s invoice): ____________________________________________
EMA Consultant Request
Customer Information System (CIS) Project
Page 2 of 2
4. Total estimated cost for this event: __________________________________________
___________________________________ ___________________________________
Print Project Manager’s Name Project Manager’s Signature
The CIS Project Manager will review/approve this request and ensure appropriate funding is available.
____________________________ ________________________________
CIS Project Manager’s Name Signature
The CIS Project Compliance Manager will review/approve this request and initiate the creation of a
purchase order to fund the requested event.
______________________________________ ___________________________
CIS Contract Compliance Manager Signature
Date purchase order created: ________________________________
Purchase order number: _________________________________
Routing and Transmittal Slip
Water
Department
DOCUMENT TITLE: EMA
M&C: CPN: CSO: 61533 DOC #:
TO: ROLE:APPROVER
INITIALS:
Edward J. Williams, Project Manager Approver
Rick Lisenbee, Sr. IT Manager Signer
Michael Moosavi, Vice President, EMA Signer
Shane Zondor, Assistant Director Approver
Jan Hale, Deputy Director Approver
Chris Harder, Director Signer
Hye Won Kim, Assistant City Attorney Signer
Jesica McEachern, Assistant City Manager Signer
Ron Gonzales, Assistant City Secretary Approver
Jannette Goodall, City Secretary Signer
Allison Tidwell, Administrative Assistant Form Filler
Charmaine Baylor, Sr. IT Business Planner Acceptor
EXPLANATION
Please sign/approve this Third Amendment to CSC 61533, the contract between EMA, Inc
(EMA). and the City of Fort Worth (City). This Amendment initiates Phase II; adding the
Statement of Work and Project Schedule documents to the contract, for the selection of a new
Water Billing System.
The total spending authority will equal $1,200,000.00. The last $215,000.00 of the funds shall
be accessible only after Fort Worth completes a fully executed EMA Consultant Request Form
to authorize the work.
If you have questions or concerns, please email me.
Charmaine Baylor
Senior IT Business Planner
Water IT
Fort Worth Water Department
Phone: 817.392.6629