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HomeMy WebLinkAbout062272-A1R1 - General - Contract - Collective Growth Designs, LLC (2)CSC No. 62272-A1R1 FIRST AMENDMENT AND FIRST RENEWAL TO FORT WORTH CITY SECRETARY CONTRACT NO. 62272 This First Amendment and First Renewal to Fort Worth City Secretary Contract No. 62272 ("First Amendment") is made by and between the City of Fort Worth ("City"), a Texas home- rule municipal corporation acting by and through its duly authorized Assistant City Manager, and Collective Growth Designs LLC ("Vendor"), a Texas limited liability company acting by and through its duly authorized representative. City and Vendor are individually referred to as a"Party" and collectively referred to as the "Parties." WHEREAS, on September 20, 2024, the Parties entered into an Agreement identified as Fort Worth City Secretary Contract No. 62272 ("Agreement"); WHEREAS, the Agreement allows for three (3) one-year renewal options at the City's sole discretion; WHEREAS, it is the collective desire of the Parties to renew the Agreement for its First Renewal with a term of September 20, 2025 to September 19, 2026; WHEREAS, the Parties also desire to amend the Agreement with its First Amendment to update the Scope of Services and include additional participating departments; and WHEREAS, the Parties further desire to amend the Agreement to increase the total annual compensation under the Agreement as authorized by M&C 25-0887. NOW, THEREFORE, City and Vendor do hereby agree to the following: I. RENEWAL OF AGREEMENT The Agreement is hereby renewed for its First Renewal Term beginning September 20, 2025 and ending September 19, 2026. II. AMENDMENT The Agreement is hereby amended as follows: Provision 1. Scope of Services shall be updated to include the following: The sessions will be expanded to extend support across a broader system, including coordination with Emergency Management, the Office of the Medical Director (OMD), and Communications & Public Engagement (CPE) departments, and to ensure consistency, clarity, shared learning, and sustained momentum, with focus on post-transition stabilization, insi�ht integration, and cross-department alignment. oFFicia� REcoR� CITY SECRETARY FT. WORTH, TX First Amendment and First Renewal to Fort Worth City Secretary Contract No. 62272 Page 1 of 6 3. Compensation. City will pay Vendor in accordance with the provisions of this Agreement, including Exhibit "A," which is attached hereto and incorporated herein for all purposes. Total annual compensation under this Agreement will not exceed Two Hundred Seven Thousand Dollars ($207,000.00). Vendor will not perform any additional services or bill for expenses incurred for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City will not be liable for any additional expenses of Vendor not specified by this Agreement unless City first approves such expenses in writing. III. ALL OTHER TERMS SHALL REMAIN THE SAME All terms, provisions, conditions, covenants, and recitals of the Agreement that are not expressly amended herein shall remain in full force and effect. IV. 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 image, such as a PDF or tiff image, of a signature, shall be treated as and shall have the same effect as an original. [SIGNATURE PAGE FOLLOWS] [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] First Amendment and First Renewal to Fort Worth City Secretary Contract No. 62272 Page 2 of 6 ACCEPTED AND AGREED: CITY OF FORT WORTH �J� � By: � Name: William Johnson Title: Assistant City Manager Date: 10/10/2025 APPROVAL RECOMMENDED: ���� y5% By: Name: Raymond Hill Title: Interim Fire Chief ATTEST: aanq pF FOqT�°a ps° pdo p� p�d Oda o�° a aaa� nE�p544b � � By: ����. Name: Jannette S. Goodall Title: City Secretary VENDOR: COLLECTIVE GROWTH DESIGNS LLC `�i'���4,�,..�:�:'��-, By: Name: MaryAnn Means-Dufrene Title: Founder & CEO Date: 10/07/25 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: Brenda Ray Title: Purchasing Manager APPROVED AS TO FORM AND LEGALITY: ��/Y.� By: i�/ Name: Taylor Paris Title: Sr. Assistant City Attorney CONTRACT AUTHORIZATION: M&C: 25-0887 Date Approved: 9/16/2025 Form 1295 Certification No.: 2025-1352730 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX First Amendment and First Renewal to Fort Worth City Secretary Contract No. 62272 Page 3 of 6 M&C Review CITY COUNCIL AGENDA Create New From This M&C DATE: CODE: SUBJECT Page 1 of 3 Official site of the City of Fnrt Worth, Tecas FORT �4�'ORTI I ___,���,__ REFERENCE **M&C 25- 36FDEMS CHANGE 9/16/2025 NO.: 0887 LOG NAME: MANAGEMENT SUPPORT FOR EMS TRANSITION C TYPE: CONSENT PUBLIC NO HEARING: (ALL) Authorize an Amendment to City Secretary Contract No. 62272 with Collective Growth, to Increase the Total Compensation by $132,000.00 for Additional Change Management and Communications Support Services Related to the Integration of Emergency Medical Services into the Fort Worth Fire Department and to Extend the Initial Term to December 31, 2025, and Adopt Appropriation Ordinance RECOMMENDATION: It is recommended that the City Council: 1. Authorize an amendment to City Secretary Contract No. 62272 with Collective Growth to increase the total compensation by $132,000.00 for additional change management and communications support services related to the integration of Emergency Medical Services into the Fort Worth Fire Department and to extend the initial term to December 31, 2025; and 2. Adopt appropriation ordinance. DISCUSSION: Collective Growth (Vendor) is a leadership and organizational development firm that provides strategic change management, communications support, and leadership alignment services to public sector entities, including municipalities undergoing operational transitions. The firm is based in Fort Worth, Texas, and specializes in fostering collaboration, cultural integration, and unified operations during complex organizational changes. In order to support the integration of Emergency Medical Services (EMS) staff into the Fort Worth Fire Department, the City entered into a Vendor Services Agreement with Collective Growth, identified as CSC No. 62272, as authorized under Chapter 271 of the Texas Local Government Code for professional services. The agreement provides for a series of leadership preparation sessions, a change management support plan, and related services to align leadership, promote open communication, and build a unified culture focused on collaboration and trust throughout the transition. Under the original agreement, the Vendor is required to meet the following commitments: Facilitate leadership engagement and alignment sessions with Fire/EMS leaders; Develop and coordinate strategic internal communications, including messaging, FAQs, talking points, and templates; Conduct feedback mechanisms, such as pulse surveys, to gather insights and inform adaptations; Support culture integration efforts, including the rollout of shared values and storytelling to reinforce unity; and Provide ongoing strategic advising and deliverables, such as session materials, insight reports, and cultural reinforcement assets. The Vendor has successfully delivered services under the original agreement since fall 2024, supporting EMS integration through change management, leadership coaching, and internal communication planning. However, as the transition shifts from initial implementation to long-term http://apps.cfwnet.org/council�acketJmc review.asp?ID=33747&councildate=9/16/2025 10/2/2025 First Amendment and First Renewal to Fort Worth City Secretary Contract No. 62272 Page 4 of 6 M&C Review Page 2 of 3 integration and stabilization, there is a need to extend support across a broader system, including coordination with Emergency Management, the Office of the Medical Director (OMD), and Communications & Public Engagement (CPE) departments. This expanded scope will ensure consistency, clarity, shared learning, and sustained momentum, with a focus on post-transition stabilization, insight integration, and cross-department alignment. In response, the Vendor has proposed an extension of services from July 1, 2025, to December 31, 2025, at a rate of $22,000.00 per month, for a total additional amount of $132,000.00. The proposal builds on prior work by continuing Fire/EMS leadership support while extending messaging and coordination to partner departments, reinforcing cultural values, and creating a consistent rhythm of feedback and adaptation. Staff is recommending approval of the request to amend the agreement, increasing the total compensation to $207,000.00 and extending the initial term to accommodate the additional scope. The resulting increase to the EMS Fund budget was approved to be paid from Medstar cash reserves, yet lacked appropriations, therefore an appropriation amendment is requested via this Mayor and Council Communication. Approval of this M&C will, therefore, also include adoption of the attached appropriation ordinance to increase estimated receipts and appropriations in the emergency medical services fund in the amount of $132,000.00 from available emergency medical services fund balance. Funding is available for appropriation in the fund balance of the Emergency Medical Services Fund. This project impacts all Council Districts. I�FYydl�l�l7�]:�19/d��[�7►1LN�:i�l�[Ne��[�7►A The Director of Finance certifies that funds are currently available in the Fund Balance of the Emergency Medical Services Fund, and upon approval of the above recommendation and adoption of the attached appropriation ordinance, funds will be available in the Emergency Medical Services Fund to support the award of the extension. Prior to an expenditure being incurred, the Fire Department has the responsibility of verifying the availability of funds. TO fFund Department Account Project Program " Activity Budget Reference # Amount II ID � ID � Year (Chartfield 2) FROM Fund Department Account � Project Program ' Activity Budgetf Reference #' Amount ID ID C Year I(Chartfield 2) Submitted for Citv Manaaer's Office bv: William Johnson Q Oriainatina Department Head: Jim Davis (6801) Additional Information Contact: ATTACHMENTS 36FDEMS CHANGE MANAGEMENT SUPPORT FOR EMS TRANSITI�N fid table.xlsx (CFw Internal) Approved Chapter 252 exemption form- Collective Growth.pdf (CFW Internal) Chanae Manaaement Extension Julv to Dec 2025.pdf (CFW Internal) Contract 62272.pdf (CFVV Internal) Form 1295 Certificate 101415781.pdf (CFW Internal) http://apps.cfwnet.org/council�acketJmc review.asp?ID=33747&councildate=9/16/2025 10/2/2025 First Amendment and First Renewal to Fort Worth City Secretary Contract No. 62272 Page 5 of 6 M&C Review ORD.APP.36FDEMS CHANGE MANAGEMENT SUPPORT FOR EMS TRANSITION AMENDMENT A025(R21.docx (Public) Page 3 of 3 http://apps.cfwnet.org/council�acketJmc review.asp?ID=33747&councildate=9/16/2025 10/2/2025 First Amendment and First Renewal to Fort Worth City Secretary Contract No. 62272 Page 6 of 6 CERTIFICATE OF INTERESTED PARTIES Complete Nos. 1- 4 and 6 if there are interested parties. Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. 1 Name of business entity filing form, and the city, state and country of the business entity's place of business. Collective Growth Fort Worth, TX United States 2 Name of governmental entity or state agency that is a party to the contract for which the form is being filed. Collective Growth FORM 1295 1 of 1 OFFICE USE ONLY CERTIFICATION OF FILING Certificate Number: 2025-1352730 Date Filed: 08/20/2025 Date Acknowledged: g Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. CSC 62272-R1 advising and planning services Nature ofinterest 4 Name of Interested Party City, State, Country (place of business) (check applicable) Controlling Intermediary 5 Check only if there is NO Interested Party. ❑ X 6 UNSWORN DECLARATION My name is My address is I declare under penalty of perjury that the foregoing is true and correct. Executed in County, State of . and my date of birth is (city) (state) (zip code) (country) , on the day of , 20 (month) (year) Signature of authorized agent of contracting business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.O.f10dOfd8 FORTWORTHo CITY OF FORT WORTH CHAPTER 252 EXEMPTION FORM Instructions: Fill out the entire form with detailed information. Once you have completed this form, provide it to the Purchasing attorneys for review. The attorneys will review the information you have provided to determine whether an exemption to Chapter 252's bidding requirements is defensible. Failure to provide sufficient information may result in follow up questions and cause a delay in the attorney's determination. Requesting Department: Name of Contract Manager: Departmental Attorney: Section 1: General Information Fire EMS Department Brenda Ray Taylor Paris Item or Service sought: Extension and Expansion of Services Related to Change Management, Leadership Coaching, and Internal Communication Planning Goods: Service: Anticipated Amount: Vendor: Current/Prior Agreement for item/service CSC or Purchase Order #: Amount: Projected M&C Date: ❑ ❑X $207,000.00 Collective Groth Designs LLC Yes ❑X No ❑ CSC 62272 $75,000.00 9i16i2o2s �M&c Zs-ogg�� How will this item or service be used? Renewal and Amendment of Existing Agreement for additional change management and communications support services related to the integration of Emergency medical Services into the Fort Worth Fire Department Has your department started a requisition or otherwise contacted the Purchasing Division related to obtaining this good/service? Yes ❑ No � Page 1 of 6 If yes, please provide requisition number or brief explanation of contact with Purchasing Division: Clid< or ta� h-e to erter Section 2: Claimed Exemption and Justification (Other than sole source) NOTE: For sole-source exemption requests, complete Section 3. Please indicate the non-sole-source exemption you believe applies to the purchase and provide information to support its applicability. Please refer to the EXemption Primer (starting on page 5) for detailed information about common exemptions: ❑ A procurement necessary to preserve or protect the public health or safety of the City of Fort Worth's residents; ❑ A procurement necessary because of unforeseen damage to public machinery, equipment, or other property; � A procurement for personal, professional, or planning services; ❑ A procurement for work that is performed and paid for by the day as the work progresses; ❑ A purchase of land or a right-of-way; ❑ Paving drainage, street widening, and other public improvements, or related matters, if at least one-third of the cost is to be paid by or through special assessments levied on property that will benefit from the improvements; ❑ A public improvement project, already in progress, authorized by the voters of the municipality, for which there is a deficiency of funds for completing the project in accordance with the plans and purposes authorized by the voters; ❑ A payment under a contract by which a developer participates in the construction of a public improvement as provided by Subchapter C, Chapter 212; ❑ Personal property sold: • at an auction by a state licensed auctioneer; • at a going out of business sale held in compliance with Subchapter F, Chapter 17, Business & Commerce Code; • by a political subdivision of this state, a state agency of this state, or an entity of the federal government; or • under an interlocal contract for cooperative purchasing administered by a regional planning commission established under Chapter 391; Page 2 of 6 ❑ Services performed by blind or severely disabled persons; ❑ Goods purchased by a municipality for subsequent retail sale by the municipality; ❑ Electricity; or ❑ Advertising, other than legal notices. Please provide details and facts to explain why you believe the exemption applies to the purchase. You may also attach documentation to this form. MaryAnn Means-Dufrene, founder and CEO of Collective Growth, brings specialized expertise in leadership development, organizational culture transformation, and team alignment. With advanced knowledge in organizational psychology and human resource management, she has a deep understanding of how to enhance engagement, empowerment, and resilience within organizations. MaryAnn holds a Master of Public Administration and a Master of Strategic Human Resource Management from the University of Texas at Arlington, as well as a Bachelor's degree in Psychology from Texas A&M University. She has extensive experience consulting in both public and private sectors, delivering strategic outcomes for cities and municipalities by aligning leadership and teams with the broader mission. Her work spans various private and non- profit organizations, where she has facilitated critical conversations, improved leadership efficacy, and fostered inclusive and resilient cultures. MaryAnn's ability to connect people to purpose and guide transformational initiatives makes her an ideal partner for city governments seeking sustainable growth and high�performing teams. Clients include: Visit Fort Worth, NBCS/Telemundo, Majestic Realty, Coury Hospitality, Cook Children's Medical Center, The Rios Group, The Ashton Agency, Texas Cowboy Hall of Fame, Valor Healthcare, Elevate Windows, Camp Fire First Texas, Mental Health Connection. Section 3: Claimed Sole-Source Exemption and Justification NOTE: For all non-sole-source exemption requests, complete Section 2. Please indicate the sole-source exemption you believe applies to the purchase and provide information to support its applicability. Please refer to the Exemption Primer (starting on page 5) for detailed information about common exemptions: ❑ items that are available from only one source because of patents, copyrights, secret processes, or natural monopolies; ❑ films, manuscripts, or books; ❑ gas, water, and other utility services; ❑ captive replacement parts or components for equipment; ❑ books, papers, and other library materials for a public library that are available only from the persons holding exclusive distribution rights to the materials; and ❑ management services provided by a nonprofit organization to a municipal museum, park, zoo, or other facility to which the organization has provided significant financial or other benefits; How did you determine that the item or service is only available from one source? Page 3 of 6 fEXPLAIN HOW YOU DETERMINED EXCEPTION APPLIES (RESEARCH, COMMUNICATIONS, DOCUMENTATION)1 Attach screenshots and provide an explanation of any independent research you conducted, through internet searches, searching cooperatives, or discussions with others knowledgeable on the subject matter that corroborate that the item is available only from a single source. f SHOW YOUR RESEARCH/WORK THAT LEAD TO YOUR CONCLUSIONI Did you attach a sole source justification letter? ❑ Yes ❑ No Describe the uniqueness of the item or service (e.g. compatibility or patent issues, etc.). [DESCRIBE THE UNIQUNESS OF THE ITEM/SERVICE THAT QUALIFIES IT AS A SOLE SOURCE] Section 4: Attornev Determination With the facts provided by the department, is the use of the claimed exemption defensible if the City were to be challenged on this purchase? ❑X Yes ❑No. Was there anything attached to this form that was relied on in making this determination? ❑Yes ❑XNo. If yes, please explain:[DESCRIBE ATTACHMENTS CONSIDERED] Was there anything not included on this form or attached hereto that was relied on in making this determination? ❑Yes �No. If yes, please explain:[EXPLAIN OUTSIDE SOURCE OF INFORMATION] Approved By: .cQy�LG�.�I.r� � Amarna Muhammad / Jessika Williams Assistant City Attorney Date: 10/7/25 Page 4 of 6 F�RT��RTHo City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name Collective Growth Designs LLC Subject of the Agreement: First Amendment and First Renewal M&C Approved by the Council? * Yes ❑✓ No ❑ If �so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes ❑✓ No ❑ 62272-A1R1 If �so, provide the original contract number and the amendment number. Is the Contract "PermanenY'? *Yes ❑ No 0 If �unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No ❑✓ If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: 9/20/25 Expiration Date: 9/19/26 If different from the approval date. If applicable. Is a 1295 Form required? * Yes ❑✓ No ❑ *If �so, please ensure it is attached to the approving M&C or attached to the contract. Proj ect Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes ❑✓ No ❑ Contracts need to be routed for CSO processin� in the followin� order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department.