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HomeMy WebLinkAboutContract 29763 CITY SECRETARY 0t �3-c�.. �rONTRAOT NO. STATE OF TEXAS § KNOW ALL BY THESE PRESENTS: COUNTY OF TARRANT § AMENDMENT TO CITY SECRETARY CONTRACT No. 28857 WHEREAS, City Secretary Contract ("CSC") No. 28857 entered into on July 8, 2003, between the City of Fort Worth, Texas, a home rule municipal corporation situated in Tarrant, Denton and Wise Counties, Texas, hereinafter called "City," and Public Safety Consultants, Inc., d.b.a. PSCI, a Washington corporation, hereinafter called "Contractor," both parties acting therein by and through their duly authorized representatives entered into CSC No. 28857; and WHEREAS, it is the mutual desire of the parties to amend City Secretary Contract No. 28857 to include "Phase ll" for the Contractor to provide project management services for Integration for the CourtView Records Management System for Municipal Court Services; WHEREAS CSC NO. 28857 IS HEREBY AMENDED TO INCLUDE: I. Section 1 "Scope of Services" of CSC No. 28857 is hereby amended to include the following: 1. Scope of Services. a. In accordance with the highest professional standards in the location where the services are provided, Contractor agrees to provide the services of project management for the implementation of a Records Management System (hereinafter called "RMS") at the Fort Worth Police Department together with Project Implementation and Integration Services for the CourtView Records Management System for the Department of Municipal Court Services (hereinafter "Phase II"). b. The specifics of such services for the Police Department RMS are listed in Attachment A, Proposed Approach for CSC No. 28857. The specifics for Phase II for the Department of Municipal Court Services is listed in Exhibit A, Proposed Schedule of Services, and Exhibit B, Milestone Completion Schedules, both of which are attached hereinafter and incorporated into this agreement for all purposes hereby. In the event of any conflict between the terms of either of the Attachments and or the Exhibits, this contract shall control. c. On-Site Visits. On-Site visits by the Contractor shall include any and all services performed at the City's designated facilities for the purposes of carrying out all services provided for herein specifically related to the Phase II Services. The services shall include but not be limited to, status meetings with vendors and City staff, staff training, testing a conversion oversight, and for providing any and all other se CR 1 �Y Exhibit A, Proposed Schedule of Services, or Exhibit B, the Milestone Completion Schedule. All expenses for on-site visits shall be included in the cost of incremental payments to the Contractor in accordance with Section 2 of this amendment. Contractor agrees to be available for all on- site visits as deemed necessary by the City. City agrees to give Contractor at least two (2) weeks notice prior to the date requested for an on-site visit. d. Delays. Both parties understand and acknowledge that successful completion of each Milestone as outlined in Exhibit B is partially dependent upon and may be delayed due to outside performance of the vendor and or the progress and completion of the implementation of the RMS System. The terms of completion of each Milestone may be amended by written agreement executed by both parties. e. The Scope of Services for CSC No. 28857 for RMS for the Fort Worth Police Department is not amended hereby. II. Section 2. Compensation; Schedule of Payments of CSC No. 28857 is hereby amended to include the following: Section 2 Compensation; Schedule of Payments a. Contractor's Fee. The amount to be paid to Contractor for all services performed for Phase II shall be $132,480.00, hereinafter called "Contractor's Fee." The Contractor's fee shall include all expenses incurred by Contractor in the accomplishment of all Phase II Services of this amendment. It is understood that this amendment contemplates the provision of full and complete project management for Phase II Services, including any and all necessary changes or contingencies to ensure successful completion of the work as outlined in Section 1, Scope of Services. b. Schedule of Payments. Payment schedule for Phase II services is based upon an eighteen (18) month time frame. 15% of the total contract amount for Phase II, $19,872.00, shall be paid within ten (10) business days of execution of the contract. An additional 15% of the total contract amount for Phase II, $19,872.00, shall be paid upon completion of Milestone No. 1. 25% of the total contract amount for Phase II, $33,120.00, shall be paid upon completion of Milestone No. 2. The remaining payments shall be made in increments of 15% of the total contract amount for Phase II, $19,872.00, upon completion of each remaining Milestone, in accordance with the Milestone Completion Schedule, Exhibit B. c. Milestone Acceptance. Upon completion of each Milestone, the Contractor shall submit a Milestone Approval Form to the City, attached herein and incorporated as Exhibit C. No payment shall be made until the City has accepted each Milestone as evidenced by an authorized signature for each party for successful delivery and acceptance of a Milestone. Upon execution of a Milestone Approval Form for any Mil stave,:, shall be considered complete. The City shall not un easokabf1,e W# delay its approval of a successfully completed Milesto e. '��+ ' , ��`� - •.1 J, 2 d. Disputes. Both parties agree to make a good faith effort to resolve any claims or disputes that may arise under this amendment. In the event, the City does not accept a Milestone upon submission of completion by the Contractor, the City agrees to promptly notify the Contractor of such disapproval in writing, and list its reasons for denying approval. Contractor has thirty (30) calendar days from the date of receipt of the notice to complete the Milestone to the satisfaction of the City. If the City does not accept the Milestone after having given the Contractor notice and an opportunity to resolve the dispute, the City shall pay the Contractor one half of the amount due for the disputed Milestone. The remaining balance shall be paid when the Contractor has provided sufficient evidence of successful completion of the disputed Milestone as determined by the City. No interest shall accrue on any remaining balance if the completion of a Milestone is being disputed. In the event of a dispute, Contractor agrees to continue to perform Phase II Services that are unrelated to the disputed Milestone. e. Additional Services. The City reserves the right to retain the services of the Contractor for additional services deemed necessary by the City and or the Contractor that may fall outside the "Scope of Services" as stated in this amendment. For any approved services, the City agrees to pay the Contractor's fixed hourly rate of$120.00 per hour. f. The Compensation for CSC No. 28857 for RMS for the Fort Worth Police Department is not amended hereby. III. Section 3 "Term" is hereby amended to include the following: 3. Term. The term of this Amendment for Phase II Services shall commence upon date of full execution by both parties, and shall terminate upon completion of all services listed hereunder. The term of CSC No. 28857 is not amended hereby. IV. Section 4 "Notices" of CSC No. 28857 is hereby amended to include the following: 4. Notices. Notices to be provided hereunder for Phase II Services shall be sufficient if forwarded to the other party by hand-delivery or via United States Postal Service certified mail, postage prepaid, to the address of the other party shown below: City Legal Notifications: Charles Boswell Assistant City Manager City of Fort Worth 1000 Throckmorton Street Fort Fort Worth, Texas 76102 C ` M IY FT. ' p , YEN 3 817.392.8511 817.392.6134 (FAX) City Project Coordinator: Elsa Paniagua, Director Municipal Court Services 1000 Throckmorton Street Fort Worth, Texas 76102 817.871.6711 817.871.6720 (FAX) City Billing (Invoices for Payment) Lonnie Munoz Senior Administrative Assistant Municipal Court Services 1000 Throckmorton Street Fort Worth, Texas 76102 817.871.6727 817.871.6720 (FAX) Submit original invoices only for payment Public Safety Consultants, Inc., Mr. Ralph E. loimo 1092 Old Ware road Wetumpka, Alabama 36093 334.514.8363 334.514.8847 (FAX) V. Other provisions not affected. All other terms and conditions of CSC No. 28857 remain in full force and effect. In the event of expiration of the term or termination of City Secretary Contract No. 28857 without extension, both parties agree that the remaining sections of City Secretary Contract No. 28857 not affected by this amendment will become incorporated herein and remain in full force and effect until the expiration or termination of this amendment. Sections 4, 6, 9, 11 and 13 of CSC No. 28857 shall survive the expiration or termination of that contract or this amendment. [signature page follows] 4 EXECUTED in multiple originals on this, the o-Aday of 2004. CITY OF FORT WORTH ATTEST: CITY F FORT WORTH �c �y,C4ityecretary Assistant City.Man ,er/ By: By: O T APPROVED AS TO FORM AND LEGALITY: David L. Yett Contract Authorization City Attorney (4 , Lo. 'ato1 L `—I By: Date Assistant Cit Attorney PUBLIC SAFETY CONSULTANTS, INC. Ralph E. loimo, DPA President y By: G 1 EXHIBIT A Proposed Schedule of Services, Phase 11 Public Safety Consultants, Inc. shall provide Project Management Consultant services to the Fort Worth Municipal Court for the Implementation and Integration of the CourtView Records Management System. The specific services to be provided are as follows: 1. Provide joint review and analysis of project plans and system requirements for RMS and CourtView, and review of all hardware and software specifications; 2. Prepare a documented risk analysis of implementation and integration of both the RMS and the CourtView Systems; 3. Prepare a documented Plan of Integration with Functional Requirement Specifications, including change management process with City's acceptance; 4. Prepare test plan with documented procedures for testing, time specifications, and anticipated results with City's acceptance; 5. Provide oversight of integration testing; 6. Prepare documented results of testing, including performance measures and system documentation, and sign-off on successful testing with City's acceptance; 7. Provide overall review and oversight of Data Conversion and Final System Integration testing, including "go-live" assistance and testing; 8. Train technical staff on data integration, including documentation and inform employees of changes, corrections and necessary staffing adjustments; 9. Provide and sign-off on final report on integration documentation with City's acceptance; 10. Ensure timely and accurate completion of projects and assignments in conjunction with the Police Department's RMS timeline; 11. Coordinate the efforts of personnel assigned to the project and carry out responsibilities in accordance with the City's ordinances, policies, procedures and other applicable laws; 12. Maintain awareness of changing technology and make recommendations for effective and efficient implementation and integration; 13. Advise the City on all project matters, including but not limited to, project timeline, project milestones and deliverables, vendor performance, acceptance testing, interfaces, hardware and software performance, process changes, necessary organizational changes, disaster recovery, and data integration; 14. Make approximately twenty-four (24) on site visits in conjunction with providing all services listed hereunder. 1.1 Tisa. EXHIBIT B Milestone Completion Schedule, Phase II Milestone No.1: System Review and Plan of Integration 1.1 Joint review of CourtView and RMS Project Plans 1.2 Review of hardware and software specifications 1.3 Prepare risk analysis of implementation and integration of both systems 1.4 Prepare integration plan with functional requirement specifications, including change management process Milestone No. 2: Testing 2.1 Prepare test plan with documented procedures for testing, time specifications, and anticipated results with City's acceptance 2.2 Provide oversight of integration testing 2.3 Provide documented results of testing, including performance measures and system documentation 2.4 Sign-off on successful testing with City's acceptance Milestone No. 3 Data Conversion 3.1 Provide oversight and guidance and make recommendations for successful data conversion 3.2 Oversee component testing of converted data, interfaces, system modifications and any necessary corrections 3.3 Provide final report on data conversion and testing, including documentation Milestone No. 4 Training 4.1 Provide training for City's technical staff on data integration and ongoing support 4.2 Provide training documentation together with guidance and recommendations for personnel changes, corrections and necessary staff adjustments Milestone No. 5 "Go-Live" and System Cut-Over 5.1 Provide overall review and oversight of Final System Integration 5.2 Provide final plans for system modification and integration 5.3 Provide "go-live" testing oversight and assistance for data conversion and integration testing 5.4 Prepare final comprehensive report on system integration with documented results EXHIBIT C Milestone Approval Form, Phase II The following is a Milestone Approval Form indicating delivery and acceptance of each referenced Milestone as indicated in Exhibit B, Phase II, for City Secretary Contract No. , between the City of Fort Worth and Public Safety Consultants, Inc., for the CourtView Records Management System for Fort Worth Municipal Court Services: Milestone No. Milestone Name: Milestone Completion Date: Milestone Approval Date: Comments/ Suggestions (if needed): Approved by Contractor: Authorized Signature: Printed Name: Title: Date: Approved by City: Authorized Signature: Printed Name: Title: Date: ?As City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 4/6/2004 DATE: Tuesday, April 06, 2004 LOG NAME: 38CONSULTANT REFERENCE NO.: G-14328 SUBJECT: Authorize Execution of Contract Addendum for Consultant Services with Public Safety Consultants, Inc., for Municipal Court Technology Implementation RECOMMENDATION: It is recommended that the City Council authorize execution of an addendum to the existing professional services contract with Public Safety Consultants, Inc., and the Police Department to provide consultant services for implementation of the Municipal Court Case Management System. DISCUSSION: The City Council originally authorized a professional services contract (M&C P-9812 dated June 17, 2003) for $98,400 for the Fort Worth Police Department's Records Management System (M&C G-13627 dated May 28, 2002). The firm selected by the Police Department, Public Safety Consultants, Inc., through a Request for Proposal (RFP), has extensive implementation experience in both law enforcement and court administration systems. Municipal Court requests amending the contract to include "Phase Il" for Public Safety Consultants, Inc. to provide project management services for the Municipal Court's implementation of the Court Case Management System (M&C C-19450). This cooperative initiative will leverage existing City resources, and help facilitate working integration of the two departmental projects, assuring the systems will function together in an optimum fashion. The amended contract is structured not to exceed a fixed price of $132,480 for "Phase II"', the Municipal Court implementation. The price structure for the Police Department's project is not affected by this amendment. FISCAL INFORMATION/CERTIFICATION: The Finance Director certifies that funds are available in the current operating budget, as appropriated in the Special Trust Fund. TO Fund/Account/Centers FROM Fund/Account/Centers FE72 539120 038535010000 $132,480.00 Submitted for City Manager's Office by: Charles Boswell (6183) Originating Department Head: Elsa Paniagua (6711) Additional Information Contact: Elsa Paniagua (6711) Logname: 38CONSULTANT Page 1 of 1