HomeMy WebLinkAbout061533-A5 - General - Contract - EMA, Inc.CSC No. 61533-A5
FIFTH AMENDMENT TO
FORT WORTH CITY SECRETARY CONTRACT NO. 61533
This Fifth Amendment to Fort Worth City Secretary Contract No. 61533 ("Fifth Amendment") is
made between the City of Fort Worth ("City"), a Texas home -rule municipal corporation, by and through
its duly authorized Assistant City Manager, and EMA, Inc. a Minnesota corporation ("Vendor"), by and
through its duly authorized representative. The entities may be referred to individually as a "party" and
collectively as the "parties."
WHEREAS, the City is in the process of completing the Water Customer Information System
(CIS) Meter -to -Cash Program project (City Project No. 104667) (the "CIS Project"),
WHEREAS, as authorized by Mayor and Council Communication (M&C) 24-0235, on June 7,
2024, the City and Vendor entered into that certain agreement known as Fort Worth City Secretary Contract
No. 61533 (the "Agreement") for Vendor to provide consulting services in three phases to replace the
existing Water Department customer information system;
WHEREAS, the Vendor has completed Phases 1 and 2 of its requirements as specified in the
Agreement; and
WHEREAS, on May 12, 2026, the Fort Worth City Council approved M&C 26-0349, which
authorized the execution of a contract with Itineris NA, Inc. for the provision of a new Customer
Information System to the City; and
WHEREAS, as authorized under M&C 26-0349, the Fort Worth City Council authorized the
City to begin Phase 3 services under the Agreement which will consist of Vendor's consulting services
related to the implementation and successful launch of the CIS Project ("Phase 3 Services"); and
WHEREAS, the parties desire to amend the Agreement to begin Phase 3 Services;
WHEREAS, on June 12, 2025, the parties executed the Second Amendment to the Agreement,
which increased the total spending authority from $385,178.00 to $454,488.00; and
WHEREAS, on July 25, 2025, the parties executed the Third Amendment to the Agreement, which
included a revised pricing Exhibit, but did not include language formally increasing the spending authority
of the Agreement by the pricing in the Exhibit; and
WHEREAS, the parties desire to amend the Agreement to clarify and formally increase the
spending authority for the Phase 2 services provided by the Vendor based on Exhibit "B" from the Third
Amendment; and
WHEREAS, the parties also desire to increase the spending authority by $1,084,446.00 under the
Agreement for the Vendor to perform the Phase 3 services, with a new total authorized amount up to
$2,284,285.00.
NOW THEREFORE, known by all these present, Fort Worth and Vendor, acting herein by the
through their duly authorized representatives, agree to the following terms, which amend the Agreement as
follows:
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 1 of 17
I.
AMENDMENTS
1. The City and Vendor agree that the Third Amendment to the Agreement increased the
Agreement's spending authority by $745,351.00, and that the total spending authority under the Agreement
as of the execution of the Third Amendment is an amount up to $1,199,839.00.
2. The Agreement is hereby amended to incorporate the terms of the EMA Phase III
Compensation and Payment Schedule, attached to this Fifth Amendment as Exhibit A-1.
3. The Agreement is hereby amended to increase the authorized spending authority by
$1,084,446.00 to an amount up to $2,284,285.00 to authorize Phase 3 professional services throughout the
implementation of CIS Project and related software integration.
4. 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]
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 2 of 17
Executed to be effective as of the date signed by the Assistant City Manager below.
CITY OF FORT WORTH:
1
By: ��
Name: Jesica McEachern
Title: Assistant City Manager
Date:
06/17/2026
APPROVAL RECOMMENDED:
Christophor ffairder
By: Christopher Harder Jun 5, 2026 10:55:10 CDT)
Name: Christopher Harder
Title: Director, Water Department
ATTEST:
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By: I\
Name: Jannette S. Goodall
Title: City Secretary
IN&W
Name: Michael Moosavi
Title: Vice President
Date: 5/11 /2026
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.
am
Richard Lisenbee (Jun 2, 2026 17:14:41 CDT)
Name: Richard Lisenbee
Title: Senior IT Manager, Water Dept.
APPROVED AS TO FORM AND LEGALITY:
M. Kevin Anders, II (Jun 5, 2026 11 :53:27 CDT)
Name: M. Kevin Anders, II
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: 26-0349
Approval Date: 05/12/2026
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 3 of 17
EMA SOW FOR FT. WORTH WATER CIS IMPLEMENTATION
IMPLEMENTATION OF CIS SOFTWARE SOLUTION AND SYSTEM
INTEGRATIONS SCOPE OF WORK
TABLE OF CONTENTS
SCOPE OF WORK (SOW)..........................................................................1
FWWD CIS Implementation Advisory and Quality Assurance Services ...........................1
1. EXECUTIVE SUMMARY.........................................................................3
2. PHASE -BASED SCOPE OF WORK.......................................................4
Phase 1: Pre -Implementation Readiness Assessment (Duration: —4 weeks)...................4
Task 1.1 — Implementation Readiness and Gap Assessment................................................4
Task 1.2 — Data Readiness and Cleansing Assessment........................................................ 4
Phase 2: Governance and Pre -Configuration Review (Duration: —2-3 weeks) ................5
Task 2.1 — Governance Structure and Effectiveness............................................................. 5
Phase 3: Analysis Phase Advisory and QA (Duration: 3 months).....................................5
Task 3.1 — Workshop Participation and Requirements Validation .......................................... 5
Task 3.2 — Documentation Review and QA........................................................................... 6
Task 3.3 — Phase Assessment Report................................................................................... 6
Phase 4: Design Phase Advisory and QA (Duration: 4 months).......................................6
Task 4.1 — Design Validation Workshops............................................................................... 6
Task 4.2 — Testing and Acceptance Review.......................................................................... 7
Task 4.3 — Training Effectiveness Assessment...................................................................... 7
Task 4.4 — Phase Assessment Report...................................................................................
7
Phase 5: Development Phase Advisory and QA (Duration: 6 months)
.............................8
Task 5.1 — Configuration, Process Validation, and Data Cleansing .......................................
8
Task 5.2 — Testing Strategy and Execution............................................................................
8
Task 5.3 — Training and Readiness Monitoring......................................................................
9
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 4 of 17
Task 5.4 — Phase Assessment Report................................................................................... 9
Phase 6: Deployment and Go -Live Support (Duration: 7 Months)..................................10
Task 6.1 — Deployment Monitoring....................................................................................... 10
Task 6.2 — Go -Live Advisory Support...................................................................................10
Phase 7: Post Go -Live Stabilization (Duration: 3 months)..............................................10
Task 7.1 — Operational Performance Monitoring..................................................................10
Phase 8: Governance and Communication.....................................................................11
OPTIONAL SERVICES.............................................................................12
Phase 9: Post Go -Live Module Advisory (Optional)........................................................12
Task 9.1 — Module Evaluation and Planning........................................................................ 12
Phase 10: Ongoing Advisory and Issue Resolution (As Needed)...................................12
Task10.1 — Targeted Support............................................................................................. 12
IMPLEMENTATION PRICING..................................................................13
OPTIONAL PRICING................................................................................14
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 5 of 17
1. EXECUTIVE SUMMARY
FWWD's selection of Itineris as its CIS implementation partner is an important milestone in the
program. The upcoming execution phase will determine how successfully that investment delivers
operational improvements, billing stability, and sustained organizational confidence.
EMA's role in Phase 3 is clear and focused. We strengthen execution.
As an independent utility focused advisory firm, we have supported multiple water and wastewater
utilities through CIS implementations, modernization efforts, and post go live recoveries. That
experience allows us to recognize patterns early, where risk tends to accumulate, where
assumptions often go unchallenged, and where operational impacts surface later than expected.
We do not replace FWWD leadership, and we do not duplicate Itineris responsibilities. Instead, we
serve as FWWD's experienced advisor, reinforcing governance, validating completeness, and
protecting operational and financial integrity across the implementation lifecycle.
In our experience, projects encounter difficulty not because teams lack commitment, but because:
• A requirement was assumed but never fully defined
• A dependency was underestimated
• Testing scenarios did not reflect real operational workflows
• Data quality risks were addressed too late
• Executive visibility came after a problem had already escalated
Phase 3 is structured specifically to prevent those outcomes.
Our involvement enhances collaboration between FWWD and Itineris by reinforcing accountability,
clarifying expectations, and providing leadership with objective readiness assessments at critical
points in the project.
Thank you in advance for reviewing our proposal and looking forward to the opportunity to
discuss how our proposal can bring transformative benefits to FWWD.
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 6 of 17
2. PHASE -BASED SCOPE OF WORK
Phase 1: Pre -Implementation Readiness Assessment (Duration: -4 weeks)
Task 1.1 — Implementation Readiness and Gap Assessment
EMA will leverage its deep knowledge of the Fort Worth Water Department (FWWD) and experience
with the Itineris CIS platform to evaluate organizational readiness and position the program for
successful execution. This phase focuses on assessing FWWD's preparedness across all
implementation stages, with particular emphasis on data quality, governance, and risk mitigation.
Objective
Assess FWWD's readiness across all implementation phases and identify risks, gaps, and success
factors.
Approach
• Evaluate current state across organization, process, data, and technology
• Review Risk Register and identify risks that may impact schedule, cost, or quality
• Assess likelihood of success for each implementation phase
• Conduct working sessions with key stakeholders
Deliverables
• Readiness and Gap Assessment Report
• Risk register and mitigation strategies review
• Executive summary briefing
Task 1.2 — Data Readiness and Cleansing Assessment
EMA will conduct a comprehensive review of ongoing data cleansing efforts, collaborating with
FWWD stakeholders to identify high -risk data elements, prioritize remediation activities, and
establish clear ownership across business and IT functions. By addressing data integrity issues
early, this phase is designed to reduce the risk of billing errors, reconciliation challenges, and
operational disruption at go -live.
Objective
Ensure data quality supports accurate billing and successful system conversion.
Approach
• Review data cleansing efforts and governance
• Identify high -risk data elements
• Define remediation priorities and ownership
Deliverables
• Data quality assessment
• Data remediation roadmap
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 7 of 17
Phase 2: Governance and Pre -Configuration Review (Duration: -2-3 weeks)
Task 2.1 - Governance Structure and Effectiveness
During the Governance and Pre -Configuration phase, EMA will perform a structured review of
project governance and planning artifacts to ensure the CIS implementation is established on a solid
foundation. This includes evaluating key documents such as project plans, detailed schedules, RAID
logs, and resource allocations to confirm alignment with leading practices and project objectives.
EMA will identify gaps, risks, and inconsistencies that may impact execution and provide targeted
recommendations to strengthen governance, accountability, and delivery discipline. All findings and
feedback will be coordinated closely with the FWWD Project Manager to ensure alignment, clarity of
ownership, and timely incorporation into the project framework, enabling a well -controlled and
efficiently managed implementation moving into subsequent phases.
Objective
Ensure governance supports effective oversight and timely decision -making.
Approach
• Review governance structure, roles, and escalation paths
• Participate in Executive Team and Steering Committee meetings in an advisory capacity
• Provide recommendations to strengthen governance and accountability
Deliverables
• Governance assessment and recommendations
• Ongoing advisory input during governance meetings
Phase 3: Analysis Phase Advisory and QA (Duration: 3 months)
During the Analysis phase, EMA will provide independent oversight and advisory support to validate
the completeness, accuracy, and readiness of key project activities and deliverables.
Task 3.1 - Workshop Participation and Requirements Validation
EMA will participate in analysis workshops, as needed, to assess the rigor of Itineris in identifying
and documenting business, functional, and technical requirements, as well as FWWD's ability to
provide the necessary level of detail and maintain alignment with project timelines.
Objective
Ensure completeness and accuracy of business and system requirements.
Approach
• Participate in Analysis Phase workshops, including:
o Customer and account management
o Billing and rate structures
o Meter -to -cash processes
o Service orders and field operations
o Collections and revenue recovery
o Reporting and integrations
• Evaluate requirement completeness and alignment
• Provide real-time feedback
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 8 of 17
Deliverables
• Workshop observations and feedback
• Requirements completeness assessment
Task 3.2 — Documentation Review and QA
EMA will review and provide real-time feedback on critical artifacts, including the project plan,
business scenario documentation, product (rate) catalog, gap list, master training strategy, and core
team training plan, ensuring consistency, quality, and alignment with leading practices. EMA will also
participate in regular status meetings and coordinate all observations and recommendations with the
FWWD Project Manager to maintain transparency and accountability.
Objective
Validate key project deliverables for accuracy and completeness.
Approach
Review and provide feedback on:
• Project plan
• Business scenarios
• Rate and product catalog
• Gap list
• Training strategy
Deliverables
• QA review log
• Consolidated recommendations
Task 3.3 — Phase Assessment Report
The phase will conclude with a post -phase assessment report, delivered no later than 30 days after
completion of the Analysis phase, summarizing performance, identifying outstanding gaps, and
recommending corrective actions to support downstream success.
Deliverables
• Post -Analysis Phase Report
• Readiness assessment for Design Phase
Phase 4: Design Phase Advisory and QA (Duration: 4 months)
EMA will provide independent oversight and advisory support to validate whether system design
activities are aligned with project objectives, business requirements, future -state operations, and
data readiness objectives. To ensure transparency and timely issue resolution, we will participate in
regular status meetings and maintain close coordination with the FWWD Project Manager.
Task 4.1 — Design Validation Workshops
EMA will participate in Design Validation Workshops to assess end -to -end process design, billing
configuration, integration design, data cleansing effectiveness, data conversion readiness, and
reporting and controls. Through these activities, EMA will proactively identify design risks and gaps
and provide targeted feedback to strengthen solution alignment and implementation quality.
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 9 of 17
Objective
Ensure system design aligns with business requirements and future -state operations.
Approach
• Participate in Design workshops covering:
o End -to -end process design
o Billing configuration
o Integration design
o Data conversion
o Reporting and controls
• Identify design risks and gaps
Deliverables
• Design validation feedback
• Risk and gap log
Task 4.2 — Testing and Acceptance Review
EMA will review and provide real-time feedback on key testing artifacts, including the unit test plan
and system acceptance criteria, ensuring that the testing strategy is complete, accurate, and aligned
with defined requirements.
Objective
Ensure testing strategy supports successful validation.
Approach
• Review unit testing and system acceptance criteria
• Validate alignment to requirements
Deliverables
• Testing readiness assessment
Task 4.3 — Training Effectiveness Assessment
EMA will monitor Core Team Training sessions to evaluate training effectiveness, participant
comprehension, and overall organizational readiness, offering actionable recommendations to
enhance knowledge transfer and preparedness.
Objective
Ensure core team readiness.
Approach
• Monitor training sessions
• Evaluate effectiveness and readiness
Deliverables
• Training assessment summary
Task 4.4 — Phase Assessment Report
The phase will conclude with a comprehensive post -phase assessment report, delivered no later
than 30 days after completion of the Design phase, summarizing performance, identifying remaining
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 10 of 17
risks and gaps, and recommending corrective actions to support successful progression into
subsequent phases. Key outputs will include design validation feedback, a risk and gap log, testing
readiness assessment, and training assessment summary to support successful progression into
subsequent phases.
Deliverables
• Post -Design Phase Report
Phase 5: Development Phase Advisory and QA (Duration: 6 months)
During the Development phase, EMA will provide independent oversight and advisory support to
ensure that system configuration, data readiness, testing preparation, and training development
activities are progressing in alignment with project objectives and leading practices. EMA will
participate in development workshops, as needed, to provide targeted review and feedback on
configuration decisions and solution alignment. To ensure timely communication of findings and
recommendations, EMA will participate in regular status meetings and close coordination with the
FWWD Project Manager.
Task 5.1 — Configuration, Process Validation, and Data Cleansing
EMA will participate in development workshops, as needed, to provide targeted review and feedback
on configuration decisions and solution alignment. Ongoing assessment of data cleansing efforts will
continue to ensure data quality risks are being effectively mitigated in advance of testing and
conversion.
Objective
Ensure system configuration aligns with approved design.
Approach
• Review configuration and process documentation
• Review and assess ongoing data cleansing activities
• Validate alignment with requirements
Deliverables
• Configuration and process QA feedback
• Data cleansing feedback
Task 5.2 — Testing Strategy and Execution
During the Testing phase, EMA will provide structured oversight and advisory support to ensure
testing activities are executed with discipline, operational realism, and a strong focus on data
integrity and revenue protection. EMA will validate that testing is comprehensive, business -driven,
and aligned with FWWD's operational requirements to support a stable and confident transition to
production.
Objective
Ensure the CIS solution is thoroughly tested across all phases, with validated data integrity, system
functionality, and billing accuracy, minimizing risk to operations and revenue at go -live.
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 11 of 17
Approach
• Integration Testing:
Validate end -to -end data exchanges and interface functionality across upstream and
downstream systems, ensuring accurate data flow, reporting outputs, and cross -system
process integration.
• System Testing:
Assess overall system functionality, configuration accuracy, and process execution to
confirm that the CIS operates as designed across core business functions.
• User Acceptance Testing (UAT):
Support development and execution of business -driven test scenarios aligned to FWWD's
real -world operations, including exception workflows and edge conditions, to ensure
operational readiness and user confidence.
• Parallel Shadow Billing Testing:
Oversee parallel billing validation against the legacy system to confirm rate accuracy,
calculation logic, and reconciliation of billing outputs, ensuring discrepancies are identified
and resolved prior to customer impact.
Deliverables
• Testing assessment Testing plans and governance framework review
• Testing execution and readiness assessment
• Data integrity and reconciliation validation summary
• Shadow billing variance analysis and revenue risk assessment
• Consolidated testing findings and recommendations for go -live readiness
Task 5.3 — Training and Readiness Monitoring
EMA will review end -user training course specifications and the master training strategy, while
monitoring select training classes to assess team knowledge transfer and readiness.
Objective
Ensure team readiness.
Approach
• Evaluate training delivery and readiness
• Monitor select training classes
Deliverables
• Readiness assessment
Task 5.4 — Phase Assessment Report
The phase will conclude with a post -phase assessment report, delivered no later than 30 days after
completion of the Development phase, summarizing overall performance, identifying outstanding
gaps, and recommending corrective actions to support successful transition into testing and
deployment.
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 12 of 17
Deliverables
• Post -Development Phase Report
Phase 6: Deployment and Go -Live Support (Duration: 7 Months)
During the Deployment and Go -Live Support phase, EMA will provide independent oversight and
targeted advisory services to support a stable, controlled, and low -risk transition to production
operations. EMA will also participate in regular status meetings to maintain visibility into progress,
facilitate cross -team communication, and enable prompt issue resolution.
Task 6.1 — Deployment Monitoring
EMA will monitor the execution of deployment and cutover activities in real time, ensuring alignment
with the approved deployment strategy while proactively identifying risks and issues that could
impact billing accuracy, customer service, or system performance.
Objective
Ensure successful execution of deployment activities.
Approach
• Monitor cutover planning and execution
• Provide advisory support during deployment
Deliverables
• Deployment readiness feedback
Task 6.2 — Go -Live Advisory Support
Working closely with the FWWD Project Manager, EMA will validate the effectiveness of cutover
execution, provide timely and actionable recommendations, and support rapid decision -making
during this critical transition period.
Approach
• Support FWWD during go -live
• Monitor issue resolution and system performance
Deliverables
• Go -live assessment summary
Phase 7: Post Go -Live Stabilization (Duration: 3 months)
During the Post Go -Live Stabilization phase, EMA will provide oversight and advisory support to
ensure system stability, operational continuity, and performance optimization following deployment.
Task 7.1 — Operational Performance Monitoring
EMA will monitor system performance, track and assess issues, and participate in regular status
meetings to maintain visibility into operational conditions and emerging risks. This phase focuses on
confirming that the CIS solution is functioning as intended, identifying opportunities for process and
system optimization, and supporting FWWD in transitioning from project mode to steady-state
operations. EMA will deliver an operational assessment and provide targeted recommendations to
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 13 of 17
enhance performance, improve efficiency, and address any residual issues to ensure long-term
success.
Objective
Ensure stable operations and performance.
Approach
• Participate in status meetings
• Monitor system performance and issues
• Identify optimization opportunities
Deliverables
• Operational assessment
• Optimization recommendations
Phase 8: Governance and Communication
Governance and Communication activities will be maintained throughout the CIS implementation to
ensure strong oversight, proactive risk management, alignment, and effective decision -making
across all levels of Fort Worth Water Department.
EMA will serve in an overarching governance and advisory role, leveraging its knowledge of
FWWD's environment to continuously assess readiness, validate execution capacity, identify risks to
schedule and outcomes, and ensure gaps are actively managed with clear mitigation strategies.
Approach
Throughout the project lifecycle, EMA will:
• Assess Readiness and Performance: Continuously evaluate FWWD's ability to execute
each phase, identify risks and gaps impacting schedule, budget, or quality, and provide
actionable recommendations to improve outcomes.
• Maintain Governance Cadence: Support structured governance forums with real-time
advisory input to drive timely decisions, course correction, and alignment across all
workstreams.
• Monitor Schedule and Risks: Track schedule adherence and cross-workstream
dependencies, identify early warning indicators, and escalate critical risks and decisions
through established governance channels.
• Support Executive Governance and Coordination: Provide data -driven insights to
Executive and Steering Committees, advise on key decisions, and ensure alignment,
accountability, and effective communication across FWWD, vendors, and stakeholders.
Deliverables
• Early warning insights with recommended corrective actions
• Independent review of the PM's risk and issue logs
• Periodic review of schedule health and critical path
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 14 of 17
OPTIONAL SERVICES
In addition to the core implementation support, EMA proposes a set of optional advisory services
designed to enhance long-term value, optimize system utilization, and support continuous
improvement following go -live. These optional services extend EMA's role as a trusted advisor
beyond implementation, ensuring sustained success, improved decision -making, and continued
alignment between FWWD's business objectives and its CIS investment.
Phase 9: Post Go -Live Module Advisory (Optional)
EMA will provide strategic advisory support to assist FWWD in evaluating and planning for the
potential adoption of additional CIS modules.
Task 9.1 — Module Evaluation and Planning
This focuses on informed decision -making aligned with organizational priorities, operational needs,
and long-term technology strategy. EMA will participate in planning and decision -making sessions,
offering objective guidance on module suitability, sequencing, and value realization based on
industry leading practices and project experience. Through this effort, EMA will deliver actionable
recommendations to support FWWD in selecting and prioritizing modules that enhance system
capabilities, improve operational efficiency, and maximize return on investment.
Objective
Support decision -making for additional modules.
Approach
• Participate in planning and decision meetings
• Provide advisory input
Deliverables
• Module advisory recommendations
Phase 10: Ongoing Advisory and Issue Resolution (As Needed)
EMA will provide flexible, on -demand support to address emerging issues and evolving operational
needs following system implementation. Key outcomes will include actionable issue resolution
recommendations and guidance to strengthen processes, enhance system utilization, and sustain
long-term operational success.
Task 10.1 — Targeted Support
This is designed to deliver targeted, deep -dive analysis and advisory services to resolve complex
challenges, optimize system performance, and support continuous improvement. EMA will engage
as needed through approved task orders, ensuring that support is aligned with FWWD's priorities
and delivered efficiently.
Approach
• Provide deep -dive support for emerging issues
• Execute through approved task orders
Fifth Amendment to Fort Worth City Secretary Contract No. 61533 Page 15 of 17
Deliverables
Issue resolution recommendations
This scope of work positions EMA as a trusted advisor embedded within both the governance
structure and day-to-day execution of the FWWD CIS implementation. Through active participation
in Executive Team and Steering Committee meetings, combined with structured phase -based
advisory services, EMA will provide continuous insight, oversight, and guidance throughout the
lifecycle of the project.
By leveraging EMA's experience in CIS implementations, system integration oversight, and
implementation quality assurance, FWWD strengthens its ability to proactively identify risks, improve
decision -making, and maintain alignment between business objectives and system delivery.
This approach enhances execution discipline, reinforces accountability across all stakeholders, and
significantly increases the likelihood of a successful, on -time, and high -quality implementation that
delivers long-term value to FWWD and its customers.
IMPLEMENTATION PRICING
The pricing presented below aligns with the level of effort, expertise, and oversight required to
successfully implement the Itineris UMAX solution while minimizing risk and maximizing long-term
value. It supports the resources needed across each phase of the implementation and leverages
EMA's deep experience in utility CIS and Itineris implementation programs. EMA applies this
expertise to proactively identify risks, drive informed decision -making, and strengthen execution
discipline throughout the project lifecycle.
Task 1.1 — Implementation Readiness and Gap Assessment
HoursDollars
58
18,460
Task 1.2 — Data Readiness and Cleansing Assessment
48
10,176
Task 2.1 — Governance Structure and Effectiveness
30
9,492
Task 3.1 — Workshop Participation and Requirements Validation
484
135,736
Task 3.2 — Documentation Review and CIA
64
20,032
Task 3.3 — Phase Assessment Report
58
14.114
Task 4.1 — Design Validation Workshops
342
80,988
Task 4.2 — Testing and Acceptance Review
138
36,428
Task 4.3 — Training Effectiveness Assessment
84
17,808
Task 4.4 — Phase Assessment Report
41
10,864
Task 5.1 — Configuration, Process Validation, and Data Cleansing
240
58,960
Task 5.2 — Testing Strategy and Execution
772
167,704
Task 5.3 — Training and Readiness Monitoring
110
24,028
Task 5.4 — Phase Assessment Report
52
14,056
Task 6.1 — Deployment Monitoring
210
55.836
Task 6.2 — Go -Live Advisory Support
143
38,248
Task 7.1 — Operational Performance Monitoring
144
30,528
Phase 8: Governance and Communication
572
180,056
Sub -Total
3.590
S923,514
Expenses g 12%
S110,822
Grand Total
3,590
S1.034.336
Fifth Aniendirient to Fort Worth City Secretary Contract No. 61533 Page 16 of 17
OPTIONAL PRICING
In addition to core implementation support, EMA offers optional advisory services to supplement
FWWD's team capacity and expertise. These services help enhance long-term value, optimize
system utilization, and support continuous improvement after go -live, while reinforcing EMA's role as
a trusted advisor aligned with FWWD's business objectives.
Task 9.1 — Module Evaluation and Planning
HoursTask
70
Dollars
22.420
Task 10.1 — Targeted Support
-
22,000
Sub -Total
70
S44,420
Expenses (q! 12%
S5,330
Grand Total
70
S49.750
Fifth Arnendirient to Fort Worth City Secretary Contract No. 61533 Page 17 of 17
CITY COUNCIL AGENDA
Create New From This M&C
Official site of the City of Fort Worth, Texas
FoRTWORTH
REFERENCE **M&C 26- 60WATER CIS
DATE: 5/12/2026 NO.: 0349 LOG NAME: PROFESSIONAL
CONSULTING SERVICES
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. (ALL) Authorize Execution of Amendment No. 5 in the Amount Up to $1,829,797.00 for a
Vendor Services Agreement with EMA, Inc. for Professional Consulting Services Related
to the Implementation of a New Customer Information System for the Water Department,
Adopt Resolution Expressing Official Intent to Reimburse Expenditures from Proceeds of
Future Debt, and Adopt Appropriation Ordinance to Effect a Portion of Water's
Contribution to the Fiscal Years 2026-2030 Capital Improvement Program
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize execution of Amendment No. 5 in an amount up to $1,829,797.00 to City
Secretary Contract No. 61533, a vendor services agreement with EMA, Inc., for professional
consulting services related to the implementation of the new Customer Information System
for the Water Department for a revised contract amount of $2,284,285.00;
2. Adopt the attached resolution expressing official intent to reimburse expenditures with
proceeds of future enterprise fund debt for the Customer Information System Replacement;
and
3. Adopt the attached appropriation ordinance adjusting estimated receipts and appropriations
in the Water & Sewer Commercial Paper Fund by increasing estimated appropriations in the
Water CIS Meter to Cash Program project (City Project No. 104667) in the amount of
$1,084,285.00 and decreasing estimated appropriations in the Commercial Paper project
(City Project No. UCMLPR) by the same amount to effect a portion of Water's contribution to
the Fiscal Years 2026-2030 Capital Improvement Program.
DISCUSSION:
The purpose of this Mayor and Council Communication (M&C) is to formally authorize Amendment
No. 5 for an additional amount up to $1,829,797.00, to City Secretary Contract (CSC) No. 61533, the
vendor service agreement with EMA, Inc., for professional consulting services throughout
implementation of the new system and related integrations for a revised contract amount of
$2,284,285.00, and appropriate $1,084,285.00 of additional funding.
The Fort Worth Water Utility currently manages billing and revenue collection for water, wastewater,
stormwater, solid waste, and environmental protection services through a legacy Customer
Information System (CIS) that is more than thirty years old. In Fiscal Year 25, the CIS system billed
more than $735 million in revenues for these services through 3.6 million transactions. This aging
platform no longer aligns with modern operational or customer -service standards and requires
extensive manual processes to support core business functions.
The utility engaged consultant services from EMA, Inc. to perform a comprehensive needs
assessment and identify the new CIS software solution. As requirements were developed, staff
determined that the CIS replacement should include closely integrated systems, including the
Customer Relationship Management System, meter data management integration, payment
processing, and a new mobile workforce management component for field services.
On November 14, 2023, M&C 23-0980 appropriated $500,000.00 for the hiring of a Water Utility
Customer Information System Consultant.
On March 26, 2024, M&C 24-0235, approved the execution of a contract with EMA, Inc. in the
amount of $1,200,000.00 and appropriated $700,000.00.
On June 7, 2024, the City entered into CSC No. 61533 with EMA, Inc. for Phase I services to
provide a needs assessment and assistance in the development of the Request for Proposal
specifications for the new CIS software solution in an amount up to $385,178.00.
On June 18, 2024, the City executed the First Amendment with EMA, Inc. to replace the Payment
Schedule of the contract.
On June 12, 2025, the City executed the Second Amendment with EMA, Inc. to increase the
spending authority of $385,178.00 for Phase I by $69,310.00 for additional project management
advisory assistance for a total spending authority of $454,488.00.
On July 25, 2025, the City executed the Third Amendment with EMA, Inc. to proceed with Phase II
and incorporated a new pricing schedule of $745,351 for Phase II services through vendor
selection but the amendment did not increase the spending authority for the contract. This
spending authority will be added to Amendment No. 5.
On August 26, 2025, the City executed the Fourth Amendment with EMA, Inc. to update Phase II
project schedule documents.
Amendment No. 5 will add the $745,351.00 from Amendment No. 3 and provide for professional
consulting services in the amount of $1,084,446.00 for assistance throughout the implementation of
the new system and related integrations for a revised contract amount of $2,284,285.00.
EMA, Inc. will actively serve as an independent advisor and quality assurance partner throughout the
process. EMA, Inc.'s involvement will strengthen data governance structures, improve data integrity,
reduce operational and revenue risk, elevate deliverable quality, and drive accountability to ensure a
controlled go -live and stable long-term operations.
It is the practice of the Water Department to appropriate its Capital Improvement Program plan
throughout the Fiscal Year (FY), instead of within the annual budget ordinance, as projects
commence, additional funding needs are identified, and to comply with bond covenants.
Available cash within the Water and Sewer portfolio and the City's portfolio along with the
appropriation authority authorized under the Callable Commercial Paper Program (CP) will be used to
provide interim financing for this project until debt is issued. Once debt associated with this project is
sold, bond proceeds will be used to reimburse the Water and Sewer portfolio and the City's portfolio
in accordance with the attached Reimbursement Resolution. Federal regulations require the City, as
the bond issuer, to declare its intent to reimburse these portfolios with bond proceeds.
Funding is budgeted in the Commercial Paper project within the W&S Commercial Paper Fund for the
purpose of funding the Water Customer Information System Meter to Cash Program project.
Appropriations for Water CIS METER TO CASH PGRM project are as depicted be
Fund
W&S Capital
Projects - Funs
56002
W&S
Commercial
Paper - Fund
56026
Existing Additional project Total*
Appropriations I Appropriations i
$1,612,000.00
$0.00
$0.00 1$1,612,000.00
$1,084,285.00 $1,084,285.00
Project Total $1,612,000.00 $1,084,285.00 $2,696,285.00
There are two pending M&Cs that will appropriate additional funds to this project: 13PRFP25-0128
WATER CUSTOMER INFORMATION SYSTEM SOFTWARE WTR HO in the amount of
$23,740,044.00 in Commercial Paper; and M&C 60WATER CIS INTERNAL STAFFING SUPPORT in
the amount of $1,718,500.00 in Commercial Paper and $90,000.00 in PayGo.
This project is located in ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the Commercial Paper project within the
W&S Commercial Paper Fund and upon approval of the above recommendations and adoption of the
attached appropriation ordinance, funds will be available in the W&S Commercial Paper Fund for the
WATER CIS METER TO CASH PRGM project. Prior to any expenses being incurred, the Water
Department has the responsibility of verifying 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_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Jesica McEachern (5804)
Chris Harder (5020)
Chris Harder (5020)
60WATER CIS PROFESSIONAL CONSULTING SERVICES FID Table.xlsx (CFW Internal)
60WATER CIS PROFESSIONAL CONSULTING SERVICES funds avail.docx (CFW Internal)
Commerical Paper Fund Balance.xlsx (CFW Internal)
ORD.APP 60WATER CIS PROFESSIONAL CONSULTING SERVICES 56002 A026(R3).docx (Public)
PBS CPN 104667.pdf (CFW Internal)
Res.WATER CIS PROFESSIONAL CONSULTING SERVICES - JLM.docx (Public)
CITY COUNCIL AGENDA
Create New From This M&C
REFERENCE **M&C 24- 13P RFP 24-0002 WATER CIS
DATE: 3/26/2024 NO.: 0235 LOG NAME: CONSULTING SERVICES AW
WATER
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT. (ALL) Authorize Execution of Agreement with EMA, Inc. for the Purchase of
Consulting Services Related to the Implementation of a New Water Customer Information
System for the Water Department for a Contract Amount Up to $1,200,000.00 for a Five -
Year Initial Term, Authorize Annual Renewal Options, and Adopt Appropriation Ordinance
to Effect a Portion of Water's Contribution to the Fiscal Years 2024-2028 Capital
Improvement Program
RECOMMENDATION:
It is recommended that the City Council:
Official site of the City of Fort Worth, Texas
Foe, T� rH
Authorize execution of an agreement with EMA, Inc. for the purchase of consulting services related to the implementation of a
new Water Customer Information System for the Water Department for a contract up to $1,200,000.00 for an initial five-year
agreement term and authorize annual renewal options to be used only in the event that the project is not completed during the
initial term; and
Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Water & Sewer Capital
Projects Fund in the amount of $700,000.00, from available funds, for the purpose of funding the Water Customer Information
System (CIS) Meter to Cash Program project (City Project No. 104667) to effect a portion of Water's contribution to the Fiscal
Years 2024-2028 Capital Improvement Program.
DISCUSSION:
The Water Department approached the Purchasing Division for assistance with securing an agreement for the purchase of Water
Customer Information System consulting services to replace their current CIS. The consulting services will be used to perform a needs
assessment and assist in the development of the Request for Proposal (RFP) specifications for the CIS, and assist in selecting and
implementing the new CIS. The project will take place in phases: phase 1 consists of the needs assessment and RFP development;
phase 2 will consist of selecting a CIS replacement solution and system implementor; phase 3 will consist of implementation and
successful launch of the new CIS.
Purchasing issued an RFP that consisted of expectations and deliverables for each phase of the project, the qualifications and
experience preferred, and the communication and project management requirements. The RFP was advertised in the Fort Worth Star -
Telegram on November 1, 2023, November 8, 2023, November 15, 2023, November 22, 2023, November 29, 2023, and December 6,
2023. The City received twelve responses. However, upon an initial evaluation of responsiveness and responsibility, four
proposers, Avero LLC dba Avero Advisors, Bid Lab, LLC, Ernst & Young, LLP, and Software Professionals, Inc. did not meet the minimum
requirements for their proposal to be evaluated and were deemed non -responsive in accordance with the proposal documents.
An evaluation panel consisting of representatives from the Water and Financial Management Services Departments reviewed and scored
the proposals using Best Value criteria. During the technical evaluation, three proposers, Utility Planning Network, Validos, LLC, and
Whitlock Consulting Group, LLC dba WCG Consulting, did not score at least 50\% of the total available points for technical criteria
and were deemed non -responsive in accordance with the proposal documents.
After the initial technical evaluations, the two firms with the highest scores, Raftelis Financial Consultants, Inc. dba Raftelis and EMA,
Inc. were interviewed on January 17, 2024, and January 19, 2024, respectively. The City requested a Best and Final Offer (BAFO). EMA,
Inc. submitted a BAFO resulting in changes to the points allocated for the cost of service; Raftelis chose not to submit a BAFO, and
stayed firm on their initial offer. The individual scores were averaged for each of the criteria and the final scores are listed in the table
below.
Bidder
F EMA, Inc.
Raftelis Financial
Consultants, Inc. dba
Raftelis
Berry, Dunn, McNeil &
Parker, LLC
33 30 16 00 11 40
F35.10 14.80 9.90
— — _i
2'3.401'0.408.40F_
E Source Companies, LLC 24.30 13.60 7.20
Evaluation Factors
20.00
14.45
Proposer was not selected for an
interview; therefore, cost was not
evaluated
Proposer was not selected for an
interview; therefore, cost was not
Total score
80.70
74.25
Proposer was not selected for an
interview; therefore, cost was not
evaluated
Proposer was not selected for an
interview; therefore, cost was not
evaluated
evaluated
West Monroe Partners,
Proposer was not selected for an
Proposer was not selected for an
LLC 25.20 10.80 7.20
interview; therefore, cost was not
interview; therefore, cost was not
evaluated
evaluated
Proposer did not score 50\% of the
Proposer did not score 50\% of the
Utility Planning Network 18.00 8.00 6.00
technical points; therefore, cost was
technical points; therefore, cost was
not evaluated
not evaluated
Proposer did not score 50\% of the
Proposer did not score 50\% of the
Validos, LLC 13.50 6.80 4.80
technical points; therefore, cost was
technical points; therefore, cost was
not evaluated
not evaluated
Whitlock Consulting Group, 23.40 7.20
Proposer did not score 50\% of the
Proposer did not score 50\% of the
9.20
LLC dba WCG Consulting
technical points; therefore, cost was
technical points; therefore, cost was
not evaluated
not evaluated
Best Value Criteria:
a. Consultant's project approach and methodology for all three phases to provide services such
as project management and execution
of services
b. Consultant's qualifications, project experience, and references
c. Team's Key Personnel
d. Cost of service
After evaluation, the panel concluded that EMA, Inc. presented the best value. Therefore, the panel recommends that Council authorize
an agreement with EMA, Inc. No guarantee was made that a specific amount of services would be purchased. Staff certifies that the
recommended vendor's proposal met specifications.
The initial phase of the project is estimated to cost $400,000.00. If the contractor and the City both agree to proceed with Phase 2 and 3
of the project, the contract will be amended to add the additional $800,000.00 as approved by this M&C up to $1,200,000.00. If not, the
City will proceed with a new bid for a contractor for the remaining phases. Mayor & Council 23-0980, approved on November 14, 2023,
funded phase 1 of this project. This M&C will fund the remaining balance needed for the entire project including any renewal option that
may be exercised by the City.
It is the practice of the Water Department to appropriate its CIP plan throughout the 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 M&C
will appropriate funds in support of the Water's portion of the City of Fort Worth's Fiscal Years 2024-2028 Capital Improvement Program,
as follows:
6013P RFP 24-0002 WATER CIS CONSULTING SERVICES AW WATER - Work
Capital Fund Name Project Name FY2024 CIP Authority Budget Revised FY2024
y
Appropriations Adjustment Budget
W&S Capital Projects — 104667 - Water CIS Meter To $500,000.00 This M&C $700,000.00 $1,200,000.00
Fund 56002 Cash Prgm
Funding is currently available in the Unspecified -All Funds project within the Water & Sewer Capital Projects Fund for the purpose of
funding the Water CIS Meter To Cash Program project.
Appropriations for the Water CIS Meter To Cash Program project are as depicted below:
Fund Existing Appropriations Additional Appropriations Project Total*
W&S Capital Projects Fund 56002 $500,000.00 $700,000.00 $1,200,000.00
Project Total $500,000.00 $700,000.00 $1,200,000.00
*Numbers rounded for presentation purposes.
DVIN-BE: A waiver of the goal for Business Equity subcontracting requirement is approved by the DVIN-BE, in accordance with the
Business Equity Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities
are negligible.
AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution and expire five years from that date.
RENEWAL TERMS: This agreement may be renewed annually only in the event that the project is not completed during the initial term
The expiration date of the agreement will not alter the maximum funding authorized for the agreement.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.
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.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the Unspecified -All Fund project within the W&S Capital Projects 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 Water CIS Meter To Cash Prgm project to support the above recommendations and execution of the
contract. Prior to any expenditure being incurred, the Water Department has the responsibility of verifying the availability of funds.
BQN\\
TO
Fund Department Account Project Program —A—&—ivi—ty-F—Budg—e-il Reference # Amount
ID ID Year I (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget I Reference # Amount
ID ID Year Chartfield 2
Submitted for City Manager's Office by_
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
Reginald Zeno (8517)
Fernando Costa (6122)
Reginald Zeno (8517)
Christopher Harder (5020)
Jo Ann Gunn (8525)
Alyssa Wilkerson (8357)
13P RFP 24-0002 WATER CIS CONSULT SVS AW WATER FID Table (WCF02.02.24).xlsx (CFW Internal)
13P RFP 24-0002 WATER CIS CONSULTING SERVICES AW WATER funds availabilitypdf (CFW Internal)
Business Equity Waiver.pdf (CFW Internal)
Form 1295- EMA, Inc.pdf (CFW Internal)
ORD.APP 13P RFP 24-0002 WATER CIS CONSULTING SERVICES AW WATER 56002 A024(r2).docx (Public)
pbs cpn 104667.pdf (CFW Internal)
SAMs Report- EMA, Inc..pdf (CFW Internal)
FORT WORTH.
City Secretary's Office
Contract Routing & Transmittal Slip
Contractor's Name: EMA, Inc.
Subject of the Agreement: Fifth Amendment to Fort Worth City Secretary Contract No. 61533 to ammend
the Agreement to begin Phase 3 Services and increase spending authority.
M&C Approved by the Council? * Yes 0 No ❑
If so, the M&C must be attached to the contract.
Is this an Amendment to an Existing contract? Yes 0 No ❑ 61533
If so, provide the original contract number and the amendment number.
Is the Contract "Permanent"? *Yes ❑ No 0
If unsure, see backpage for permanent contract listing.
Is this entire contract Confidential? *Yes ❑ No 0 If only specific information is
Confidential, please list what information is Confidential and the page it is located.
Effective Date:
If different from the approval date.
Expiration Date:
If applicable.
Is a 1295 Form required? * Yes 0 No ❑
*If so, please ensure it is attached to the approving M&C or attached to the contract.
Project Number: If applicable. 104667
*Did you include a Text field on the contract to add the City Secretary Contract (CSC)
number? Yes 0 No ❑
Contracts need to be routed for CSO processing in the followingorder:
rder:
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.
FORT WORTH
Water
Routing and Transmittal Slip
DOCUMENT TITLE:
EMA, Inc. Amendment No. 5 to CSC 61533 for Water Department
DOCUMENT OVERVIEW:
Amendment No. 5 to CSC 61533, Vendor Services Agreement with EMA, Inc., for
Professional Consulting Services Related to the Implementation of a New Customer
Information System for the Water Department.
TO
ROLE
APPROVER
INITIALS
EMA, Inc.
Vendor
Sr. IT Solutions Manager, Richard Lisenbee, Water Department
Signer
Shane Zondor, Assistant Director, Water Department
Approver
avid Zondor
Jan Hale, Deputy Director, Water Department
Approver
X
JH
Chris Harder, Director, Water Department
Signer
Kevin Anders, Assistant City Attorney
Signer
Jesica McEachern, Assistant City Manager
Signer
Katherine Cenicola, Assistant City Secretary
Approver
K�
Jannette Goodall, City Secretary
Signer
Allison Tidwell, Lead Admin Assistant, City Secretary's Office
Form Filler
Tim Shidal, Sr. IT Business Planner, Water Department
Acceptor