HomeMy WebLinkAboutContract 45293-A2 -ti✓ CITY SECRETAW
CONTRACT NO. Z C
TtMD AMENDMENT TO CITY SECRETARY CONTRACT NO.45293,
A PROFESSIONAL SERVICES AGREEMENT BETWEEN CITY OF FORT WORTH AND
HEM ERA AND WARE RESEARCH SOLUTIONS,LLC.
SecvKcl 5�`tom
THIS'Iift&AMENDMENT TO CITY SECRETARY CONTRACT NUMBER 45293 ("Mfird
Amendment"), as amended, is made and entered into by and between the City of Fort Worth, Texas, a home-
rule municipal corporation of the State of Texas("City"), acting by and through its duly authorized Assistant
City Manager, and Herrera and Ware Research Solutions, LLC ("Consultant"), a Texas limited liability
company, acting by and through Anne Ware, its duly authorized Member.
WHEREAS, the City applied for and received grant funds from The Wallace Foundation to improve
learning and enrichment opportunities for children through, among other things, building systems to provide
children with after-school, summer, and other out-of-school time programs for all of Fort Worth's youth;
WHEREAS, on January 22, 2014, the City and Consultant entered into a professional services
agreement whereby Consultant agreed to provide the City with extensive research, data collection and
analysis, and evaluation for implementation of a future City-wide data sharing system for the SPARC
program,the same being City Secretary Contract("CSC")Number 45293;
WHEREAS,on April 10,2014,the parties executed an amendment to CSC 45293 for the purpose of
amending due dates for certain deliverables contained within the scope of work;
WHEREAS, the parties wish to further amend the scope of work to align the services with the
current needs of the SPARC initiative and reduce the compensation to reflect the revised scope of work;
WHEREAS, the parties also desire to clarify the conditions under which the SPARC Nonprofit may
be added as a party to this Agreement; and
NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein,
the City and the Consultant do mutually covenant and agree to amend CSC No. 45293, as previously
amended("Agreement"), as follows:
I.
Section I of the Agreement titled, "Scope of Services," is hereby amended in its entirety, including,
but not limited to, Exhibit A,to reflect the change in scope of work to be performed by the Consultant and
shall read as follows:
"1. SCOPE OF SERVICES
1.1 Consultant hereby agrees to provide the City with professional
consulting services for the purpose of consultation and technical expertise to the
SPARC planning team to support its implementation of a city-wide data sharing
EOFFICIAL RECORD and management information system ("System") for Out of School Time
RETARY ("OST") programs in the Fort Worth Area. Attached hereto and incorporated
herein for all purposes incident to this Agreement is Exhibit A, which more
RTH,TX specifically describes the services to be provided hereunder ("Services").
Consultant agrees to perform all Services in accordance with the highest
professional industry standards.
5 ecow,,(
Third Amendment to CSC 45298 1 of 7
RECEIVED NOV 1 12014
1.2 The Services for this Agreement shall be split into six steps, all of which
are generally described below and set forth in more detail in Exhibit A.
1.2.1 Step I - Conduct a Needs Assessment at OST sites and school
districts within the City of Fort Worth ("School Districts"): The
purpose is to gather information about OST programs, practices,
uses of data, resources, constraints and expectations that can be
used to make recommendations for the development of the
System.
1.2.2 Step II - Review of policies, procedures, and proper
documentation for implementing a data sharing system: The
purpose is to meet with potential School Districts to discuss
processes and procedures for sharing data.
1.2.3 Step III - Conduct Stakeholder Meeting: The purpose is to obtain
feedback from key stakeholders that can be used to guide the
development, installation,and maintenance of the System.
1.2.4 Step IV - Develop Logic Model: The purpose is to provide a
written description of a data sharing process that can be used as a
guide for the development of a request for proposals or request
for qualifications, selection of a vendor, and implementation of
the System.
1.2.5 Step V - Request for Proposals/Request for Qualifications — The
purpose is to prepare a request for proposals or request for
qualifications for the development of a data sharing system that
meets the expectations described in the logic model.
1.2.6 Step VI - Pilot Sites — The purpose is identify, recruit, evaluate,
and finalize pilot sites in anticipation of implementing and testing
the proposed data sharing system.
II.
Section 2.1 of the Agreement titled, "Creation of the SPARC Nonprofit Entity," is amended in its
entirety to read as follows:
"2.1 Consultant expressly understands and acknowledges that a SPARC Nonprofit
may, at some point during the term of this Agreement, assume management and control
of the SPARC program. Notwithstanding anything to the contrary, should a SPARC
Nonprofit assume the management and control of the SPARC program, the parties agree
that such entity may become a party to the Agreement either by way of amendment or
assignment.
2.1.1 If City, in its sole and absolute discretion, determines that an amendment
is necessary, then the parties shall amend this Agreement to add the
Third Amendment to CSC 45298 2 of 7
SPARC Nonprofit as a parry hereto. Should the parties fail to come to
terms on such amendment, then City shall have the right to terminate this
Agreement without penalty, with such termination being treated as a
termination for convenience.
2.1.2 If City, in its sole and absolute discretion, determines that an assignment
is necessary, City has the absolute right, without notification to or
approval from Consultant,to assign this Agreement, either in whole or in
part, to the SPARC Nonprofit that will serve as the coordinating entity
for the SPARC program."
III.
Section 4.1 of the Agreement titled, "Compensation," is hereby amended in its entirety to read as
follows:
"4.1 The City shall pay Consultant an amount not to exceed Forty-Nine Thousand
Seven Hundred Eight-Seven Dollars and No Cents ($49,787.00) in accordance with
the terms of this Agreement and the fee schedule set forth in Exhibit A, and upon
completion of the Services rendered shall constitute full compensation for all Services
rendered and materials furnished by Consultant under this Agreement."
IV. 5.<<<.r r-/
Funds previously paid to the Consultant prior to this Tfiird Amendment shall apply toward the total
compensation paid to the Consultant.
V.
All terms and conditions of the Agreement that are not expressly amended pursuant to this gird
Amendment shall remain in full fnrr_.e and effect.
5tc ( V1'
All terms in this 'Firm Amendment that are capitalized but not defined shall have the meanings
assigned to them in the Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment in multiples in
Fort Worth,Tarrant County, Texas,this 3 Cd day of N"IM b. , 2014.
CITY OF FORT WORTH HERRARA AND WARE
RESEARCH SOLUTIONS, LLC.
By. �- By:
usan Alanis Anne Ware
Assistant City Manager Member
S« f OFFICIAL RECORD
Bird Amendment to CSC 45298 3 of 7
CITY SECRETARY
FT.WORTH,TX
Approved as to form and legality:
Tyler rVWj9&
Assistant City Attorney
0000-
• oho %
l �$ o
Mary Kayser �,
City Secretary
-00000
(AS
OFFICIAL RECORD
CITY SECRETARY 4 of 7
T+W Amendment to CSC 45298
FT.WORTH,TX
NO M&G REQUIRED
EXHIBIT A
ACTION STEPS, SUBSTEPS, SCOPE OF WORK,
DELIVERABLES, DEADLINES& INSTALLMENT PAYMENTS
(Amended October 2014)
Table 1.Action Steps for CFW/SPARC Implementation of a City-Wide Data Sharing System for DST Programs in the Fort Worth Area
SPARC ACTION STEP 1:CONDUCT A NEEDS ASSESSMENT AT DST AND DISTRICT SITES-The purpose is to gather Inforrnaaan about DST programs,practices,uses of data,
resources,constraints and expectations that can be used to make recommendations for the development of the data sharing system.
Installme
SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt
Payment
1.1 Develop interview Interview SPARC Staff, review SPARC documents and draft two Preliminary draft of OST and 01/13/2014 $6058.00
protocols interview protocols for interviews with OST and school district school district interview topics
staff. and questions
1.2 Conduct a kick-off meeting Attend meetings with SPARC staff to plan the kickoff meeting, Meeting agendas,PowerPoint 01/31/2014 $1345.00
with OST planning team participate in the kickoff meeting as co-facilitator with SPARC slides and handout for kick-off
staff. meeting
1.3 Schedule and conduct Train H&W staff on interview protocol. Conduct one-hour Final draft of interview 3/31/2014 $4850.00
interviews interview with 12 OST providers and 9 school district data staff. protocols,list of dates,times
and persons interviewed at
each site
1.4 Assess readiness of OST Analyze data gathered from OST and school district site Interim report submitted to the 4/30/2014 $8807.00
sites interviews. Prepare an interim report summarizing the results of City
1.5 Prepare summary report the site interviews,including an assessment of sites'readiness to
use a data system,their current use of data,their expectations
for the System, and recommendations for how the System can
be used to meet the needs of the OST and school district sites
SPARC ACTION STEP 2:Review of policies,procedures,and proper documentation for data sharing system. -The purpose is to meet with potprrthil school districts to
discuss processes and procedures for sharing data.
Installme
SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt
Payment
2.1 Review regulations and Review legal regulations and school district data policies and 2/28/2014 $1975.00
OST procedures procedures. Identify district data staff for interview. Summary of key issues,
potential barriers and
recommended procedures for a
2.2 Review policies of other Conduct 2-3 phone interviews with OST sites in other cities that legally compliant data sharing 03/31/2014 $500.00
OST organizations are currently using data sharing systems. process.
2.3 Meet with identified pilot Participate in SPARC/School District meetings and prepare a Summary of meetings. Draft of 11/30/2014 $2,240.00
school district executive summary of the proposed plans and timelines collect and review recommended data sharing
staff to discuss/plan legally sample MOU's and data sharing agreements. Prepare drafts of process. Sample MOU and/or
compliant data sharing MOU and data sharing templates. data sharing templates.
procedures, data transfer
processes and preliminary
timeline.
T-Wd Amendment to CSC 45298 5 of 7
SPARC ACTION STEP 3: CONDUCT STAKEHOLDER MEETING—The purpose is to obtain feedback hortl key stakeholders that can be used to guide the development,
installation and maintenance of the system.
Installme
SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt
Payment
3.1 Review needs assessment Participate in SPARC planning meeting to review results of needs Meeting agendas,PowerPoint 05/31/2014 $2634.00
and legal procedures with assessment and legal review and plan stakeholder meeting. slides and handouts for
SPARC. Prepare consultant materials for stakeholder meeting, present stakeholders meeting.
PowerPoint summary of needs assessment and legal review at
3.2 Prepare and schedule stakeholder meeting.
meeting.
3.3 Conduct the meeting.
SPARC ACTION STEP 4: DEVELOP LOGIC MODEL—The purpose is to provide a written description of a data sharing process that can be used as a guide for the
development of an RFP,selection of a vendor and implementation of the system.
Installme
SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt
Payment
4.1 Finalize date system Prepare a narrative and/or logic model proposal describing how Narrative and/or logic model of 06/30/2014 $7000.00
expectations and the data sharing process should work.Prepare a list of data that data sharing process submitted
recommendations. OTS sites and districts will be expected to provide. Include a to City.
recommended timeline for gathering,uploading and reporting
4.2 Develop logic model. the data to the system.
SPARC ACTION STEP 5:Request for Proposals f iketpett for Qualifications—The purpose is to prepare a request for proposals or request for qualifications for the
development of a data sharing system that meets the expectations described in the logic model.
Installme
SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt
Payment
5.1 Recruit a selection team, Meet with SPARC to discuss potential team members, provide List of potential team members. 7/31/2014 $500.00
schedule,meetings recommendations and contact information, contact potential
members.
5.2 Write Request for Proposal Participate in planning meetings with SPARC and/or Gardner Summaries of meetings. 09/30/2014 $750.00
(RFP)or a Request for Comments and/or additions to
Qualifications(RFQ)for a RFP outline.
research partner team to
develop and implement Meet with SPARC RFP or RFQ consultant to provide necessary Summaries of meetings. 10/31/2014 $500.00
the data sharing system information to support the development of the RFP or RFQ.
Participate in RFP planning meetings(Gardner and/or SPARC)
Review/comment on drafts of the RFP or RFQ. Comments and/or edits on RFP 12/31/2014 $500.00
drafts.
SPARC ACTION STEP 6:Pilot Sites—The purpose is identify,recruit,evaluate,and finalize pilot sites in anticipation 01implementing and testing the pn*gxmd data sharing
system.
Installme
SPARC Sub-steps Consultant Scope of Work Deliverables Deadline nt
Payment
6.1 Recruit pilot School Work with SPARC to finalize pilot site selection. Work with SPARC • Drafts and final lists of pilot 09/30/2014 $1840.00
Districts and OST sites. to clarify roles and expectations for pilot site providers and/or site sample.
Establish understanding supervisors. Discuss roles and expectations at pilot team . List of roles and
and buy-in for site meetings. Help articulate the research partner model. Provide expectations.
involvement in the pilot 'real world'examples of products and/or reports from other data . Notes from planning and/or
Third Amendment to CSC 45298 6 of 7
6-cc o»�
process system models. pilot team meetings.
• Sample reports,dashboards
or other data system
products.
6.2 Conduct Kick-off meeting Participate in a meeting with SPARC to plan pilot kick-off meeting. Meeting agendas,PowerPoint 08/31/2014 $3898.00
with pilot group. Prepare drafts of forms and procedures for pilot sites to use for slides,draft of forms and
gathering and reporting data. Participate in kick-off meeting— procedures.
discuss logic model, data collection/reporting processes, MOUs
and data requests.
6.3 Work with pilot sites to Meet with pilot OST providers to review enrollment data and . Notes from meetings with 11/30/14 $1380.00
support data collection discuss challenges,successes and other issues regarding data providers.
process. collection. Work with pilot OST providers and SPARC to identify
processes for collection of student level daily attendance data. . List of issues related to data 11/30/14 $2760.00
collection.
• Recommendation for
collection of attendance
data.
6.4 Ongoing planning and Participate in planning meetings with Gardner and/or SPARC. Planning and pilot team 09/30/2014 $750.00
support for pilot process. Support and participate in pilot team meetings. Summarize meeting agenda and notes
feedback,input and observations of pilot process.
Planning and pilot team 10/31/2014 $500.00
meeting agendas and notes
Planning and pilot team 11/30/2014 $250.00
meeting agendas and notes
Planning and pilot team 12/31/2014 $750.00
meeting agendas and notes
Summary of"lessons learned'
for 1"phase of pilot.
TOTAL $49,787.00
T+rtrd Amendment to CSC 45298 7 of 7