HomeMy WebLinkAboutContract 45294-A1 CITYSECRETARY,
CO45A4-k
CONTRACT NO.
AMENDMENT No. 1
TO CITY SECRETARY CONTRACT No. 45294
WHEREAS, the City of Fort Worth (CITY) and Halff Associates, Inc. ,
(ENGINEER) made and entered into City Secretary Contract No. 45294, (the
CONTRACT) which was administratively authorized on the 14th day of
January, 2014 in the amount of $ 40, 000; and
WHEREAS, the CONTRACT involves professional services for the
following project:
Stormwater Development Review Records Management; and
WHEREAS, it has become necessary to execute Amendment No. 1 to the
CONTRACT to include an increased scope of work and revised fee.
NOW THEREFORE, CITY and ENGINEER, acting herein by and through their
duly authorized representatives, enter into the following agreement,
which amends the CONTRACT:
1 .
Article I of the CONTRACT is amended to include the additional
professional services specified in a proposal dated March 26, 2015, a
copy of which is attached hereto and incorporated herein. The cost to
City for the additional professional services to be performed by ENGINEER
totals $49,310. (See Attached Funding Breakdown Sheet, Attachment Bl)
2 .
Article II of the CONTRACT is amended to provide for an increase in
the fee to be paid to Engineer for all work and services performed under
the Contract, as amended, so that the total fee paid by the City for all
work and services shall be an amount of $89,310.
M
n 3 .
M
c
M
0
ZCity of Fort Worth
Professional Services Agreement Amendment Template
PMO Official Release 8/1/2012
Page 1 of 3 OFFICIAL RECORD
CR
N
CITY SECRETARY
FT.WORTH,TX
All other provisions of the Contract, which are not expressly
amended herein, shall remain in full force and effect .
EXECUTED and EFFECTIVE as of the date last written by a signatory,
below.
APPROVED:
City of Fort Worth ENGINEER
Halff Associates, Inc.
Fernando Costa Costa Erin Atkinson
Assistant City Manager Vice President
DATE: _ /G�S' DATE:
3126-12015
APPRO L RECOMMENDED:
Gsf ? C"
Doug Wier ig
Director, TPW Department
APPROVED AS TO FORM AND LEGALITY: M&C:
2� Date : �I5 � �s—
444: t
Assistant City Attorney
ATTEST: FF®I��,\rr//�
' ® 000000 0
ti�O 000
O O�
Mary J. Kayseri �°
City Secretary �;0oo�O0o
�(
�X
OFFICIAL RECORD
City Fort Worth CITY SECRETARY
Professional Services Agreement Amendment Template
PMO Official Release 8/1/2012 FT WORTH TX
Page 2 of 3 • f
FUNDING BREAKDOWN SHEET
City Secretary No.
Amendment No.
Department Fund-Account-Center Amount
Total:
City of Fort Worth
Professional Services Agreement Amendment Template
PMO Official Release 8/1/2012
Page 3 of 3
Ems HALFFe
March 26, 2015
AVO 29849
Mr. Greg Simmons, P.E., CFM
City of Fort Worth
Storm Water Division
Transportation and Public Works
1000 Throckmorton
Fort Worth,TX 76102
RE: Contract Amendment for Stormwater Development Review Records Management—Amendment
to City Secretary Contract No.45294
Dear Mr.Simmons:
Halff Associates is pleased to present this Amendment to the Scope of Services for the above referenced
project. This amendment includes the tasks required to track additional information related to the
overall review process, add additional metrics to the stormwater development review dashboard,
support a developer feedback survey, and provide user interface enhancements.
Included is the standard Amendment to Professional Services, Scope of Work (Attachment "Al"), and
Compensation (Attachment "131")to be considered under this amendment.
Thank you for the opportunity to allow Halff to continue assisting the City with this important project, if
you have any questions please feel free to contact me at (817) 847-1422.
Sincerely,
HALFF ASSOCIATES, INC.
Erin Atkinson, PE, CFM, GISP
Vice President
C:
HALFF ASSOCIATES,INC.
4000 FOSSIL CREEK BOULEVARD TEL (817)847-1422 WWW.HALFF.COM
FORT WORTH,TX 76137-2720 FAX (817)232-9784
ATTACHMENT "A1"
Scope of Work
Stormwater Development Review Records Management
City Secretary Contract No. 45294
The scope set forth herein defines the work to be performed by the ENGINEER in
completing the project. Both the CITY and ENGINEER have attempted to clearly define the
work to be performed and address the needs of the Project. Under this scope, "ENGINEER"
is expanded to include any sub-consultant, including surveyor, employed or contracted by
the ENGINEER.
OBJECTIVE
ENGINEER will enhance an existing records management system and database for the
CITY's stormwater development review tracking process and provide access to the
database through a web based dashboard and interface.
WORK TO BE PERFORMED
ENGINEER will enhance an existing records management system and database for the
CITY's stormwater development review tracking process. The existing database is currently
hosted by the ENGINEER and access to the database is provided to the CITY through
standard internet browsers. The CITY has requested specific enhancements to the
reporting metrics and the database. The ENGINEER will provide the following services and
provided the requested enhancements through a series of web interface deployments:
1. New metric for Average Number of Review Cycles (complete database) —
ENGINEER will add a new metric to the iSWM Database Metrics section of the
existing Dashboard that will show the average number of review cycles, by review
type, for accepted reviews.
2. New metric for Average Number of Review Cycles (data range) — ENGINEER will
add a new metric to the iSWM Database Metrics Within Date Range section of the
existing Dashboard that will show the average number of review cycles, by review
type, for accepted reviews that started after the specified Start Date and ended prior
to the specified End Date.
3. Support End Date option for the Dashboard Metrics table — ENGINEER will modify
the upper portion of the Dashboard metrics to allow the user to specify a specific end
date. This enhancement will allow the City to pull specific monthly reporting
numbers.
4. Add review metrics to the Edit Review screen — ENGINEER will add review specific
metrics to the information currently displayed on the Edit Review screen. The review
specific metrics will include; 1) Review Cycles—then number of review cycles that
have been completed for the review; 2) Review Time —the total number of business
days the review has been with the City; 3) Owner Time —the total number of
business days the review has been with the Owner; 4) Total Time —the total number
of business days the review has been with the City and the Owner; 5) Longest
City of Fort Worth,Texas
Attachment A
PMO Release Date:07/23/2012
Page 1 of 4
Review Cycle —the longest period of time, in business days, that any one cycle was
with the City; and 6) Longest Owner Cycle —the longest period of time, in business
days, that any one cycle was with the Owner.
5. New metric for Average Total Time for Acceptance— ENGINEER will add a new
metric to the iSWM Database Metrics section of the existing dashboard that will show
the average number of business days from initial submission till acceptance.
6. New metric for Average Total Time for Acceptance (City) — ENGINEER will add a
new metric to the iSWM Database Metrics section of the existing dashboard that will
show the average number of business days from initial submission till acceptance
that accounts for the time the review was with the City.
7. New metric for Average Total Time for Acceptance (Owner) — ENGINEER will add a
new metric to the iSWM Database Metrics section of the existing dashboard that will
show the average number of business days from initial submission till acceptance
that accounts for the time the review was with the Owner.
8. Support for owner feedback survey— ENGINEER will modify the database and add
functionality to the interface to support an owner feedback survey. The survey will
be initiated when either an SWMP or IPRC review is accepted. When a Review
Accepted entry is added to the Review Tracking screen an email will automatically
be generated addressed to the project owner's email address, if an email address is
not available the City will be required to manually add it. The auto generated email
will include a hyperlink to a survey form for that specific review. The survey form will
consist of up to five questions and include a free text comment box. The response
options for the questions will be a scale of 1 to 5 with the default response being N/A.
When the survey is submitted the owner will be advised that a survey can only be
completed once. The Review table in the database will be modified to store the
survey responses, comments, and date the survey was completed. A new Survey
Results screen will be created that lists all the submitted surveys along with the
responses and comments, this screen will support sorting and filtering by owner,
engineer, and reviewer. The Survey Results screen will support a hyperlink directly
to the Edit Review screen, which will be modified to show the details of the survey
response. The current Dashboard will be enhanced with a new section that will show
the average scores for each question over a specified period of time. This new
dashboard section will be added below the current iSWM Database Metrics Within
Date Range. The default date range for the survey response section will included all
surveys received to date and the user will have the ability to modify the date range.
The average survey results table on the dashboard will also support filtering by
review type. The Ad-Hoc Query tool will also be updated to support the additional
data fields associated with the survey.
9. Create new review type — ENGINEER will create a new review record type of
SWFMA. This review type will be treated the same way as the SWMP review type.
SWFMA records will be included in the All category of the dashboard metric table as
well as having their own dropdown option.
10. Remove SWFMA field — ENGINEER will remove the existing data field for SWFMA
on the Edit Review screen.
City of Fort Worth,Texas
Attachment A
PMO Release Date:07/23/2012
Page 2 of 4
11. Related Master Number modification — ENGINEER will modify the Edit Review
screen to display the Project name and Record Type for the listed Related Master
Number values.
12. Add IPRC Project Manager— ENGINEER will modify the Edit Review screen to
include a data field for IPRC Project Manager. The dropdown list for this data field
will pull values from the Project Manager table.
13. Project Manager table maintenance— Currently the database contains a table for the
valid CFW Project Managers selection list on the Edit Review screen. The
ENGINEER will create a new selection from the Maintenance dropdown list that will
allow the user to add or modify the existing records in the Project Manager table.
The Project Manager table will also be expanded to include City department, email
address, and notes.
14. Modify the Reviewer table— ENGINEER will modify the existing Reviewer table to
include a data field for email.
15. Increase the field length for Reviewer Alias— ENGINEER will modify the data field for
Reviewer Alias by increasing the field length to 30 characters.
16. Project data field modifications— ENGINEER will increase the data field lengths for
Description and Comments to 2000 characters in the Project table.
17. Calendar maintenance interface—The database has a table for the City holidays that
should not be counted as business days. The ENGINEER will add a user interface
under the Maintenance dropdown menu that will allow the City users to enter new
dates to the database as well as modify or delete existing date entries.
18. New database rule— ENGINEER will add a rule that prevents the creation of a
duplicate stormwater master number.
19. New database rule— ENGINEER will add a rule that prevents the creation of a
review tracking record with a future date.
20. Modify review status wording — ENGINEER will modify all review status values to
replace either Complete or Approved with Accepted. And Not Approved will be
changed to Not Accepted.
21. Modify default sorting — ENGIEER will modify the Review Listing screen so that the
most recent Master Number review record is listed first by default.
22. Retain last search criteria— ENGINEER will modify the Project Listing and Review
Listing search screens to retain the previously entered search criteria.
23. Modification to the Save function —Currently when the user executes the Save
function the user is taken to the pervious screen. The ENGINEER will modify the
Save function so that the user remains on the current screen.
24. Add Send Email links to Project screen — ENGINEER will add new Send Email links
to the Engineer and Owner fields on the Edit Project screen.
25. Add Go To and Send Email links to the Review screen — ENGINEER will add new
links for; 1) Go To Project screen, 2) Go To Engineer screen, 3) Go To Owner
screen, 4) Send Email to Engineer, and 5) Send Email to Owner.
26. Add Go To and Send Email links for reviewers and project managers— ENGINEER
will add Go To and Send Email links on the Edit Review screen for the CFW Project
Manager, IPRC Project Manager, and Reviewer data fields.
City of Fort Worth,Texas
Attachment A
PMO Release Date:07/23/2012
Page 3 of 4
27. Save query modification — ENGINEER will modify the query interface to allow the
user to save over an existing query by presenting a list of currently save queries.
28. Expand query options— ENGINEER will modify the query interface to support
executing queries for review cycles by master number and reviewer.
29. Create public access search page— ENGINEER will create a publicly accessible
search page. The search page will allow the user to search by Master Number and
will display the review master number, project name, review type, review status,
status date, individual review metrics (see item 4), and the review tracking history.
Individual project managers and reviewers will not be displayed.
30. Idle session notification—The Stormwater Development Review Records
Management interface uses an internet connection between the user's browser and
the database. When the connection is left idle, i.e. no user activity, the management
interface has to be refreshed before the user can continue working. The ENGINEER
will provide a warning dialog to the user that the session has been idle for 14 minutes
with the option to continue using the database. After 15 minutes, the connections
will be reset and the user will need to manually refresh their session.
31. Web map integration — ENGINEER will support linking from the Edit Project screen
and the Edit Review screen to the location of the project within a web map by
passing a unique identifier for the project to the web map hosted by the City. The
City will be responsible for the automation of the zoom control that will center the
web map on the specified project polygon.
The stormwater development review records management will be developed and hosted on
ENGINEER's server system until the CITY is ready to take ownership. ENGINEER will
provide hosting services until March 31, 2017. Access to the database and the dashboard
will be provided through web forms using standard internet browsers. Supported web
browsers will include Internet Explorer versions 9 or greater, Chrome, and Firefox running
on Windows XP and 7 desktops. ENGINEER will provide a web based security interface
that will allow the CITY to create accounts and control which accounts have view and edit
privileges. The development environment for the custom functionality will use Microsoft
Visual Studio 2012 and the database will be stored in Microsoft SQL Server 2012. When
the CITY takes ownership of the database, ENGINEER has a distribution license for the Ad-
Hoc query tool. If the CITY decides to modify the functionality of the Ad-Hoc queries, they
will need to acquire a development license of this tool. ENGINEER agrees to allow the
CITY to grant access to the database for all identified Stormwater Development Review
stakeholders. ENGINEER retains all intellectual rights and source code associated with the
development of the Stormwater Development Review database and interface.
City of Fort Worth,Texas
Attachment A
PMO Release Date:07/23/2012
Page 4 of 4
ATTACHMENT B1
COMPENSATION
Stormwater Development Review Records Management
City Secretary Contract No. 45294
Time and Materials with Rate Schedule Project
I. Compensation
A. The ENGINEER shall be compensated for personnel time, non-labor expenses,
and subcontract expenses in performing services enumerated in Attachment Al
as follows:
i. Personnel Time. Personnel time shall be compensated based upon
hours worked directly in performing the PROJECT multiplied by the
appropriate Labor Category Rate for the ENGINEER's team member
performing the work.
Labor Category Rate as presented in the rate schedule table below is the
rate for each labor category performing the work and includes all direct
salaries, overhead, and profit.
Labor Category Billing Rate
($/hour)
-Principal-in-Charge $240.00
Project Manager $190.00
Senior Professional Engineer $118.00
Junior Professional Engineer $100.00
-Engineer-in-Training EIT) $90.00
Senior Database Programmer $134.00
Junior Database Programmer $109.00
Senior GIS $107.00
Junior GIS $75.00
-Engineering Intern $55.00
CADD Technician $80.00
Contract Administrator $92.00
ii. Non-Labor Expenses. Non-labor expenses shall be reimbursed as
Direct Expenses at invoice or internal office cost.
Direct Expenses (non-labor) include, but are not limited to, mileage, travel
and lodging expenses, mail, supplies, printing and reproduction services,
other direct expenses associated with delivery of the work; plus
applicable sales, use, value added, business transfer, gross receipts, or
other similar taxes.
iii. Subcontract Expenses. Subcontract expenses and outside services
shall be reimbursed at cost to ENGINEER plus a markup of ten percent
(10%).
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 1 of 5
81-1
ATTACHMENT B1
COMPENSATION
iv. Budgets. ENGINEER will make reasonable efforts to complete the work
within the budget and will keep the City informed of progress toward that
end so that the budget or work effort can be adjusted if found necessary.
ENGINEER is not obligated to incur costs beyond the indicated budgets,
as may be adjusted, nor is the City obligated to pay ENGINEER beyond
these limits.
If ENGINEER projects, in the course of providing the necessary services,
that the PROJECT cost presented in Article 2 of this Agreement will be
exceeded, whether by change in scope of the project, increased costs or
other conditions, the ENGINEER shall immediately report such fact to the
City and, if so instructed by the City, shall suspend all work hereunder.
When any budget has been increased, ENGINEER's excess costs
expended prior to such increase will be allowable to the same extent as if
such costs had been incurred after the approved increase.
B. The ENGINEER shall be paid monthly payments as described in Section II -
Method of Payment.
II. Method of Payment
A. The ENGINEER shall be paid by the City based upon an invoice created on the
basis of statements prepared from the books and records of account of the
ENGINEER, based on the actual hours and costs expended by the ENGINEER
in performing the work.
B. Each invoice shall be verified as to its accuracy and compliance with the terms of
this Agreement by an officer of the ENGINEER.
C. ENGINEER shall prepare and submit invoices in the format and including content
as presented in Exhibit B-1.
D. Payment of invoices will be subject to certification by the City that such work has
been performed.
III. Progress Reports
A. The ENGINEER shall prepare and submit to the designated representative of the
Transportation and Public Works Department monthly progress reports and
schedules in the format required by the City.
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 2 of 5
B1-2
ATTACHMENT B1
COMPENSATION
IV. Execution of Scope of Work
A. The ENGINEER shall execute the tasks associated with the Scope of Work
(Attachment A) in four (4) phases.
B. The ENGINEER will start each phase after receiving authorization from the CITY.
V. Summary of Total Project Fees
Firm Primary Responsibility Fee Amount %
Prime Consultant
Halff Associates, Inc. Scope of Work Tasks 1-8 $28,010 56.8%
Scope of Work Tasks 9-17 $7,900 16.0%
Scope of Work Tasks 18-26 $6,700 13.6%
Scope of Work Tasks 27-31 $6,700 13.6%
M/WBE Consultants
None
Non-M/WBE
Consultants
None
TOTAL $ 49,310 100%
Project Number& Name Total Fee (MBE)(SBE) (MBE)(SBE)%
Fee
Stormwater Development Review $ 49,310 $ 0 0%
Records Management
City M/WBE Goal = 0% Consultant Committed Goal = 0%
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 3 of 5
61-3
EXHIBIT "B1-1"
ENGINEER INVOICE
(Supplement to Attachment 61)
Insert required invoice format following this page, including negotiated total budget and
allocations of budgets across desired work types and work phases.
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 4 of 5
B1-4
Halff Associates,Inc. Invoice-T&PNk
4000 Fossil Creek Boulevard Proj.Invoice No. 4—F184088
Fort Worth, TX 76137 Invoice date:
Tel:817-847-1422 Period (From-To)
Fax: 817-232-9784 Purchase Order#:
email:eatkinson@halff.com TBPW Proj No.
City Secy.Cont.No. 45294
COFW Project Manager Wade Goodman
Consultant's Project Manager. Erin Atkinson,PE,CFM,GISP
Name of Project: STORMWATER DEVELOPMENT REVIEW RECORDS MANAGEMENT PHASE 2
Work Phase STORM DRAINAGE
Revised Amt.
Orig.Amount incl.Amendment
G101 Stormwater Development Review Records Management $ 40,000.00
G102 Stormwater Development Review Records Mgmt. Phase 2 $ - $ 89,310.00
$ -
CONTRACT AMOUNT $ 40,000.00 $ 89,310.00
TOTAL CONTRACT AMOUNT $ 40,000.00
TOTAL CONTRACT AMOUNT TO DATE(including amendments) $ 89,310.00
List all amendments to date
Do not invoice for additional work until the related amendment has been executed by the city)
City Secy. Date
Amendment No. Description Contract No. Executed by Total Amount
for the City
amendment
1 SDR Phase 2 $ 49,310
2 $
3 $
4 $
TOTALS $
TOTAL THIS INVOICE 50.00
Make all checks payable to
Halff Associates, Inc.
Submitted by:
Erin Atkinson,PE,CFM,
GISP
Vice President
Halff Associates, Inc.
4000 Fossil Creek Boulevard
Fort Worth,TX 76137
City of Fort Worth,Texas
Attachment B
PMO Official Release Date:8.09.2012
Page 5 of 5
B1-5
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 5/5/2015
DATE: Tuesday, May 05, 2015 REFERENCE NO.: **C-27281
LOG NAME: 20SWM HAI DATA BASE
SUBJECT:
Authorize Execution of Amendment No. 1 to City Secretary Contract No. 45294 with Halff Associates, Inc.,
in the Amount of$49,310.00 for Professional Services and Modifications to the Data-Base Used to Track
and Document Drainage Submissions for Private Development Projects, Thereby Revising the Total
Contract Amount to $89,310.00 (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the execution of Amendment 1 to City Secretary
Contract No. 45294, a Professional Services Agreement with Halff Associates, Inc., in the amount of
$49,310.00 for additional modifications to the data-base used to track and document drainage
submissions for private development projects, thereby revising the total contract amount to $89,310.00.
DISCUSSION:
Approval of this Mayor and Council Communication will authorize Halff Associates, Inc., to enhance the
capability of the data-base used to track and document drainage submissions for private development
projects. Some of the key results of the enhancements include: readily available data on key
performance measures; increased process transparency through the implementation of a public search
web page; establishment of a portal for developers to complete a customer satisfaction survey; and more
efficient access to status information on project reviews via data-base queries. These enhancements will
reduce the time and cost of processing drainage submissions and increase the ability to identify
performance trends and continuously improve performance.
City Secretary Contract No. 45294 with Halff Associates, Inc., in the amount of$40,000.00 was
administratively authorized on January 22, 2014, for the initial development of the data-base. After
working with the data-base for one year, Staff has identified various opportunities to significantly increase
the benefits and efficiency of the system.
The cost of this amendment will not exceed $49,310.00. The additional work will be funded from the
Stormwater Utility Fund.
This amendment is less than $50,000.00 and therefore M/ BE participation is not required.
This program serves ALL COUNCIL DISTRICTS.
FISCAL INFORMATION /CERTIFICATION:
The Financial Management Services Director certifies that funds will be available in the current operating
budget, as appropriated, for the Stormwater Utility Fund and that prior to an expenditure being made; the
Stormwater Utility Fund has the responsibility to validate the availability of funds without exceeding
existing appropriations.
T.nuname- 20MM HAT DATA BASF, Paee 1 of 2
The Stormwater Fiscal Year 2015 operating budget includes appropriations of$1,100,000.00 in the
Floodplain Management section of the Stormwater Utility Fund for the Consultant & Professional Services
account, and as of April 7, 2105, $182,590.32 has been expended.
FUND CENTERS:
TO Fund/Account/Centem FROM Fund/Account/Centers
PE69 531200 0209207 $49.310.00
CERTIFICATIONS:
Submitted for City Managers Office by: Fernando Costa (6122)
Orininating Department Head: Douglas W. Wiersig (7801)
Additional Information Contact: Gregory Simmons (7862)
ATTACHMENTS
1. 45294 HAI Professional Services Agreement.pd (CFW Intemal)
2. PE69 531200 0209207.JPG (CFW Internal)
Lomiame: 20SWM HAI DATA BASE Page 2 of 2