HomeMy WebLinkAboutContract 30430 CITY SECRETARY
ON T FACT NO.
PROFESSIONAL SERVICES AGREEMENT FOR SENSITIVITY TRAINING
This agreement ("Agreement") sets forth the terms of the contractual relationship
between International Ford Group, L.L.C., hereinafter referred to as "IFG", and the City
of Fort Worth, hereinafter referred to as "City" with regard to IFG's provision to City of
certain employee benefit consulting services for or on behalf of the City, all of which
services are more particularly described in Exhibit A attached hereto (the "Services").
1. The Scope of Services. In consideration for, and subject to, the mutual
undertakings set forth herein, IFG agrees to provide the Services described in this
Agreement and as outlined in Exhibit A, "Scope of Services", attached hereto. It is
acknowledged and understood that the description of the Services set forth in Exhibit A
hereto, including the timeframes for performance and delivery, represent good faith
estimates and assume that City will take or provide whatever actions may be necessary on
City's part to support and facilitate the Services
2. Term and Termination. The initial term of this Agreement will be for a period of
12 months, beginning August 17, 2004 and ending July 31, 2005. City may terminate
this Agreement upon a material breach of the Agreement by IFG that has not been cured
within thirty (30) days following its receipt of written notice of such breach. This
Agreement may be terminated by IFG upon a material breach of the Agreement by City
(including without limitation failure to pay all fees and expenses when due) which has
not been cured within thirty (30) days following its receipt of written notice of such
breach.
3. Fees and Expenses, Invoicing and Payment. For and during the term of this
Agreement, the City will pay IFG the Fees specified on Exhibit B hereto ("Schedule of
Fees") based on the completion of all of the services in each step of the fee schedule. In
the event the scope of services is modified, the City and IFG shall mutually agree in
writing of the cost for such modified services. Total compensation to be paid to IFG
under this Agreement shall not exceed $59,950, unless this agreement is amended in
writing.
4. Independent Contractor, Service Provider; Fiduciary Status. Nothing in this
Agreement is intended or shall be construed to give IFG discretionary authority or
discretionary responsibility in the management of the City's business operations or
administration of City's Plan. The relationship of IFG (or any of its officers, directors, or
employees) to City (or any of its officers, directors, or employees) is intended to be only
that of an independent contractor and service provider and not employee, agent, fiduciary
or other similar relationship. The doctrine of respondeat superior shall have no
application as to the relationship between IFG and the City.
5. Complete Agreement; Governing Law; Compliance with Laws; No Assignment;
Amendment. This writing contains the entire agreement of the parties with respect to the
matters dealt with herein, supercedes all previous agreements between the parties with
UE1,�, ORIGINAL
respect to the matters dealt with herein, and there are no promises, understandings, or
agreements of any kind pertaining to this Agreement other than stated herein. This
Agreement will be construed and enforced in accordance with the laws of the State of
Texas. The parties agree to comply with all provisions of law applicable to this
Agreement and the services to be performed hereunder and with all applicable rules,
regulations, orders, and directives of all governmental bodies having jurisdiction. IFG
may not voluntarily or involuntarily assign its rights or delegate its duties under this
Agreement to any person without the prior written consent of the City. This Agreement
may be amended only in writing and signed by the parties hereto.
6. Insurance. IFG shall secure and maintain insurance through an insurance
company authorized to write casualty insurance in the City of Fort Worth. Any such
policy shall protect the IFG and the City from fire and extended coverage losses, and
from claims for bodily injury, death or property damage that may arise from performance
under the contract. All insurance policies must be approved and accepted by the City, and
shall name the City of Fort Worth as an additional named insured. The policy shall be
issued by a Surety authorized to do business in the State of Texas and have an "A best"
rating of at least AA-". IFG will not commence performance under the agreement until it
has obtained all insurance required by this section and filed a certificate of insurance or
certified copy of the insurance policy with the City. Each insurance policy will contain a
clause providing that the insurance company will not cancel the policy without ten (10)
days prior written notice to the City of its intention to cancel. The amount of such
insurance coverage will not be less than the following:
a. Worker's Compensation and Employer's Liability Insurance
(unemployment compensation) as required by the State of Texas.
b. Public Liability, Bodily Injury and Property Damage: (I) Injury or death
of one or more persons in a single accident - $500,000.00
c. Property damage - $1,000,000.00
7. Indemnity. IFG will indemnify, save, and hold harmless the City, its officers,
agents and employees from all claims or damages or injuries sustained by persons or
properties that occur as a result of the acts or omissions on the part of the IFG, it's agents
or employees in the performance of the agreement. This indemnification will include
payment of all costs and reasonable attorney fees.
8 Contract Construction. The parties acknowledge that each party and, if it so
chooses, its counsel have reviewed and revised this Agreement and that the normal rule
of construction to the effect that any ambiguities are to be resolved against the drafting
party must not be employed in the interpretation of this Agreement or any amendments or
exhibits hereto.
INTERNATIONAL FORD GROUP,LLC
DIVERSITY TRAINING
Page 2 of 7 ' P I
9. Minority and Women Business Enterprise Participation. In accord with City of
Fort Worth Ordinance No. 15530, the City has goals for the participation of minority
business enterprises and woman business enterprises in City contracts. IFG acknowledges
the M/WBE goal established for this contract which is 10% and its commitment to meet
that goal. Any misrepresentation of facts (other than a negligent misrepresentation) and/or
the commission of fraud by lFG may result in the termination of this agreement and
debarment from participating in City contracts for a period of time of not less than three (3)
years.
10. No Third-Party Beneficiaries. This Agreement shall inure only to the benefit of
the parties hereto and third persons not privy hereto shall not, in any form or manner, be
considered a third party beneficiary of this Agreement. Each party hereto shall be solely
responsible for the fulfillment of its own contracts or commitments.
11. Notices.
All written notices called for or required by this Agreement shall be addressed to
the following, or such other party or address as either party designates in writing, by
certified mail,postage prepaid, or by hand delivery:
City: IFG:
City of Fort Worth Water Department International Ford Group, LLC.
Attn: Director Attn:
1000 Throckmorton
Fort Worth, TX 76102
11. Right to Audit. 1FG agrees that the City shall, until the expiration of three (3)
years after final payment under this Agreement, have access to and the right to examine
any directly pertinent books, documents, papers and records of the Architect involving
transactions relating to this Agreement. IFG agrees that the City shall have access during
normal working hours to all necessary 1FG facilities and shall be provided adequate and
appropriate workspace in order to conduct audits in compliance with the provisions of
this section. The City shall give IFG reasonable advance notice of intended audits.
IFG further agrees to include in all its subcontracts hereunder a provision to the effect
that the subconsultant agrees that the City shall, until the expiration of three (3) years
after final payment under the subcontract, have access to and the right to examine any
directly pertinent books, documents, papers and records of such subconsultant, involving
transactions to the subcontract, and further, that City shall have access during normal
working hours to all subconsultant facilities, and shall be provided adequate and
appropriate work space, in order to conduct audits in compliance with the provisions of
this article. City shall give subconsultant reasonable advance notice of intended audits.
4 OJ
`J
INTERNATIONAL FORD GROUP,LLC
DIVERSITY TRAINING
Page 3of7 �
Phase IV—Program Management
Project management services (50.00/per class)
$1,900.00 "
To provide the following:
Developing and maintaining schedules
Interface with management
Managing material flow
Preparing monthly reports
Committee meetings
Phase V—train the trainer
Developing Customized Trainer Guide
(20hrs @ $100.00 per hour)
$2,000.00 Train the Trainer Class — 3 full days (1,200 per
day) $3,600.00
TOTAL $59,950.00
Payment Terms: 1/3 upon signing of contract - August, 2004
$19,983.00
1/3 30 days after signing
$19.983.00
1/3 November 30, 2004
$19,983.00
* Changed from 500 to 750 employees.
"Changes made after 7-28-04 meeting.
INTERNATIONAL FORD GROUP,LLC Rj�Q%
DIVERSITY TRAINING AI GLe
Page 7 of 7 —
IFG and subconsultants agree to photocopy such documents as may be requested by the
City. The City agrees to reimburse IFG and any subconsultants for the costs of copies at
the rate published in the Texas Administrative Code.
The Agreement set forth herein is hereby agreed to and accepted this day
of August, 2004.
Attest: CITY OFF T WOR
N I B `
Marty Hendrix Mc A. O
City Secretary As . tant City Manager
Approved as to Form and Legality: Approval Recommended:
Water Department
GtW l!
-J?j
Assistant City Attorney Frank Crumb, P. E.
Acting Director
Attest: International Ford Group, LLC
By:
;o race Author zatioz
INTERNATIONAL FORD GROUP,LLC ��
DIVERSITY TRAINING
Page 4 of 7
Exhibit A Scope of Service Fort Worth
TENTATIVE TRAINING PLAN/SCHEDULE
Date Scope of Work
Assessment Phase
August 18-27 Planning Meetings: Develop Project Plan. Determine long term and short term
objectives.
August 23 Conduct Focus Groups— Field Operation/Strategic Cit wide committee
August 25 Conduct Focus Groups—Village Creek
August 26-31 Focus Group -- Data Analysis/ Report Writing
August 27-28 750 Employee Survey Administered
August 29— September 3 Receive survey from 750 employees
September 3- 10 750 Employee Survey-- Data Analysis/ Report Writing
September 13 Presentation of Focus Group and 750 employee survey finding to managers and
selected committee members. Meet with 2 se arate rou s to deliver findin s
Development Phase
September 13 - 17 Workbook/ Material Development
September 22 Pilot Class for Committee, Designated Managers, and Potential Trainers
September 23— 26 Revisions made based on Managers and Committee recommendations.
If needed
III,IN 11
Traininz Delivery and Implementation Phase
September 28 Start training:
Measure training effectiveness and document non-training issues upon
completion of each class.
Provide ongoing feedback to designated employees.
September 28—October 1 Deliver Employee Training Classes 1-4
October 5—8 Deliver Employee Training Classes 5-8
October 12- 15 Deliver Employee Training Classes 9-12
October 19 - 22 Deliver Employee Training Classes 13-16
October 26 - 29 Deliver Employee Training Classes 17-20 1 class in Spanish)
November 2- 5 Deliver Employee Training Classes 21-24
November 9-12 Deliver Employee Training Classes 25 —28
November 16- 19 Deliver Employee Training Classes 29 —32 1 class in Spanish)
November 23 - 24 Deliver Employee Training Classes 33 —34 ' (Thanksgiving on November 25
November 30— December 3 Deliver Em to ee Trainin Classes 35—38
Transition Phase
December 9 Follow—up meeting with water department managers
December 10 Final Report:
Summary of Class Evaluations/non training issues/recommendations for follow-
.
INTERNATIONAL FORD GROUP,LLC
DIVERSITY TRAINING
+��1� CGL�IL/tiiaFU
Page 5 of 7 a 1n
t
up.
December 14, 15, 16 Complete Train the Trainer Process:
Certification of trainers. Follow-up Plan starts.
Exhibit B—Schedule of Fees
PHASE I — ASSESSMENT Fee
Customized Focus Group Survey Assessment Tool
$1,000.00
10 hours @ $100.00
Focus Groups facilitation/Reporting
$1,750.00 *
$250 per group (7 groups or 10 employees)
Focus Group Data Analysis & Final Report Writing
$3,000.00 (30 hours @ 100.00)
Customized Survey for 750 employees
$1,000.00**
10 hours @ $100.00
Distribution of survey instrument/ data analysis
$3,000.00**
and reporting for 750 employees survey
(30 hours @ 100,00)
PHASE II — Training / Material Preparation
Workbook Development
40 hours @ $100.00
$4,000.00
Translation of workbook in Spanish
15 hours @ 100.00
$1,500.00**
Printing (Handouts/job Aids)
$4/per participant (750 participants) $
3,000.00 *
Phase III — Training Delivery— 1 Day hour Training Program
38 Training Classes (20 participants each)
$34,200.00 *
(Based on Full day rate of$900.00 per class and 1 classes per day
between the hours of 9am to 3pm) tD'
.AAPS
INTERNATIONAL FORD GROUP,LLC
DIVERSITY TRAINING
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 8/17/2004
DATE: Tuesday, August 17, 2004
LOG NAME: 141NTERNATIONAL REFERENCE NO.: **C-20211
SUBJECT:
Award of Contract to the International Ford Group, L.L.C. for Diversity Training Services for All
Employees in the Water Department
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute a contract with the
International Ford Group, L.L.C. in the amount of $59,950 in order to provide a Cultural Climate
Assessment and Diversity Training for all employees in the Water Department.
DISCUSSION:
The training in the Water Department, provided by the International Ford Group, L.L.C., will serve as a
model for Citywide Diversity Training. The City's Diversity Advisory Committee and Human Resources
Department will ensure that Citywide Diversity training begin January 2005.
The City of Fort Worth values a workforce that has the cultural competency to serve a diverse population. A
competitive process for soliciting Request for Qualifications for a consultant to perform Diversity and
Sensitivity Training in the Water Department was initiated April 26, 2004. A committee comprised of
employees from the Water Department and Human Resources evaluated proposals from the following
seven companies:
Colon Tele-Consultants, Inc.
Dunson &Associates
Hubbard & Hubbard, Inc.
International Ford Group, L.L.C.
P. Jefferson Consulting Services
SCENDIS LLC
The HLC Group, Inc.
The committee recommended the International Ford Group, L.L.C. based on their qualifications and
experience in performing diversity training. The company is based in Fort Worth and its former clients
include the City of Dallas, City of Plano, University of Texas at Arlington and American Airlines. The
International Ford Group, L.L.C. has bilingual trainers and competitive pricing. The International Ford
Group, L.L.C. will assist the Water Department in developing training, programs and systems necessary to
ensure all employees possess the social and cultural competencies of the organization by:
Designing and conducting organizational audits, surveys, or assessments
that identify diversity issues, gauge organizational culture, and collect baseline data
Developing work plans that guide the assessments and diagnostic efforts
Providing written reports with findings and recommendations
Designing and implementing organizational and individual training
Providing train-the-trainer training to selected employees
Loaname: 141NTERNATIONAL
Upon Council approval, the International Ford Group can begin meeting with employees and focus groups
in the Water Department and begin developing the training material. It is anticipated that all employees in
the Water Department will be trained by December 10, 2004.
M/WBE - International Ford Group, L.L.C. is in compliance with the City's M/WBE Ordinance by committing
to 10% M/WBE participation. The City's goal on this project is 10%.
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that funds are available in the current operating budget, as appropriated, of
the Water and Sewer Fund. Although funds were not budgeted for this expense, it will be offset by
increased revenue collections.
TO Fund/Account/Centers FROM Fund/Account/Centers
PE45 539120 0601000 $29.975.00
PE45 539120 0701000 $29.975.00
Submitted for City Manager's Office by: Charles Boswell (6183)
Originating Department Head: Karen Marshall (7783)
Additional Information Contact: Mark Washington (8058)
LoLyname: 141NTERNATIONAT, D- 1 --P )