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Home My WebLink About025403 - General - Contract - IT Nexus, INc.IT Ne us, Inc. ... bringing information, technology and people together for results October 22, 1999 Mr. Frank Crumb Water Department City of Fort Worth 1000 Throckmorton Street Fort Worth, Texas 76102 CITY SECRETARY � � d � CONTRACT NO. � Re: Service Contract to Prepare Water/Sewer GIS/CMMS RFP Dear Mr. Crumb: This letter describes the tasks and deliverables we will perform to prepare a Water/Sewer GIS/CMMS RFP for the City of Fort Worth Water Department for a fixed, not-to-exceed price of $14,995. Understanding and Scope of Work The CFW Water Department wants to implement a Water/Sewer GIS database and to interface that database with a Computerized Maintenance Management System (CMMS). This letter proposal describes the tasks that IT Nexus will perform to prepare a consolidated Request for Proposal (RFP) tl iat requests proposals and bids for the following items: • Development of a water/sewer system GIS database design • Data conversion or data migration of appropriate water and sewer source documents and data to create the GIS and CMMS database • Procurement of a water/sewer CMMS • Integration of the water/sewer CMMS with the water/sewer GIS database To prepare the RFP, the following tasks will be performed: 1. IT Nexus will define a list of information the City needs to provide to IT Nexus to prepare the RFP. Within 5 working days of their receipt of the list, the City will send to IT Nexus the requested information by express mail. 2. IT Nexus will conduct 4-6 hours of on-site information gathering, including a meeting with key Water Department staff to review questions and to clarify primary requirements of the GIS database and the CMMS. 3. IT Nexus will document the Water Department water and sewer map and data sources that the bidders will be required to use to develop the GIS and CMMS database. Our documentation of data sources will rely on the information provided ,. oC�f��ln`� �!,y',I� i�iS�,� ii i} �9 i �� ;i; i�. __ 1 .. , � ,,, c �.-._i, r, 7v ��1 )i >�.��kl��-t,�y°-�' ��1�� 'C�� o �!G'�I�, �(��ao Service Contract To Prepare Water/Sewer GIS/CMMS RFP page 2 of 4 October 22, 1999 by the City in response to task (a) described below under "City of Fort Worth Responsibilities". 4. IT Nexus will prepare a draft, consolidated RFP document that the City will distribute to selected vendors for bids. One hard copy and a digital copy of the draft document will be provided to the City. The sections of the RFP we will prepare will be: • Introduction to the project • Water/Sewer GIS database design tasks and deliverables • Water/Sewer GIS database construction tasks and deliverables • CMMS specifications and procurement requirements (taken from the Water Department's previous RFP for a CMMS). • GIS/CMMS integration requirements • Data and software deliverables and acceptance procedures • Price proposal • Appendices - Description of source documents - Estimated map sheet and facility count summary 5. Within 5 working days of receipt of the draft RFP the City will prepare and submit to IT Nexus a consolidated, single document that identifies all requests for changes and modifications to the RFP. 6. Within 3 working days of receipt of the City's written request for changes and modifications, IT Nexus will conduct a teleconference review with the City to determine the changes that will be made to finalize the RFP. IT Nexus will prepare a final version of the RFP within 5 working days of the review meeting. We will provide the City with one hard copy and a digital version of the final RFP for the City to reproduce and to collate with the City's legal and administrative requirements and any source document samples that will be provided to solicited vendors. 7. An IT Nexus consultant will attend and participate in the on-site, pre-bid meeting to answer vendor questions and assist in the explanation of RFP objectives and requirements. 8. IT Nexus will prepare evaluation criteria and an evaluation matrix/template to assist the City with the evaluation, scoring and comparison of the RFP responses. City of Fort Worth Responsibilities The Water Departrnent will need to perform the following tasks: (a) Provide a digital copy of the Department's previous RFP for a CMMS for Wastewater Collection Systems and any other documents related to the Department's CMMS requirements. (b) Supply IT Nexus with a list of all hard copy and digital source documents (maps and data) that will be required to develop the water and sewer system GIS and CMMS databases. (c) Provide a brief description of the existing configuration of the Department's computer(s) and software that are targeted to support the Department's GIS/CMMS. Service Contract To Prepare Water/Sewer GIS/CMMS RFP page 3 of 4 October 22, 1999 (d) Respond to the list of questions submitted by IT Nexus in Task 1 concerning the RFP schedule, administration. � (e) Provide IT Nexus a list of vendors to whom they wish to mail the RFP. IT Nexus will provide the City names of any additional vendors that do not appear on the City's list that we suggest be included on the RFP mailing list. (f) Provide an estimated count of source documents, data records and water/sewer map features entities (for example, the number of water meters, valves, manholes, etc.) that will be manipulated by the vendor to develop the water/sewer GIS and CMMS. (g) Prepare and provide samples of all hard copy and digital source documents that will be provided to bidders. One set of these samples will also need to be provided to IT Nexus. (h) Provide IT Nexus any other information that is needed for completion of the RFP. (i) Print the appropriate number of copies of the draft RFP, distribute the draft RFP to appropriate staff for review, collect comments and consolidate comments onto a single hard copy of the draft RFP, and send a marked-up copy of the draft RFP to IT Nexus. Q) Print, bind and distribute the final RFP to selected vendors. Schedule The staff of IT Nexus, Inc. are available to start immediately upon the signing of a contract for services and the City's notice to proceed. If the timelines identified in the above tasks can be adhered to, IT Nexus can deliver the final RFP to the City within eight (8) weeks of a notice to proceed. Budget IT Nexus will perform the tasks under a not-to-exceed contract of $14,995 (labor and expenses inclusive). The prices quoted in this proposal are subject to modification after 45 days from the date of this document. Invoices will be submitted monthly to be paid by the City within 14 days of receiving the invoice. A section for signatures appears on the last page of this letter so that if these terms and conditions are acceptable, this letter can serve as a contract between the City of Fort Worth and IT Nexus, Inc. Service Contract To Prepare Water/Sewer GIS/CMMS RFP October 22. 1999 Executed this ATTEST: ��day of ��;�i��'t, 1999. „ ,, BY� ��,'- (� �;,1/C% /�. c'1�' "�-- �!��Glori�Pearson � City Secretary APPROVED AS TO FORM AND LEGALITY gy: '� ��- Assistan ity Attorney page 4 of 4 CITY OF FORT WORTH BY� � �"��t, � � . ��Mike Groomer Assistant City Manager APPROVED: B , �` �' ��c� /,�'� Q Y: _ G"`.`1 Lee�C. Bradley, Jr. � Director, Water Department IT NEXUS, INC. `'�'Lr� ��'YI 4� l'. �' �:�' �' li��-?� Contract Authorization r" `^� BY� � � ti��,� Robert W. Finkle President Date