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HomeMy WebLinkAboutC2007-063 - 3/20/2007 - ApprovedOPTIMIZATION PROGRAM CONTRACT FOR CONSULTING SERVICES The City of Corpus Christi, Texas, P O. Box 9277, Corpus Christi, Texas 78469 -9277 hereinafter called "City" and EMA, Inc., 10777 Westheimer, Suite 1100, Houston, Texas 77042 -3462, hereinafter called "Consultant ", hereby agree as follows: I. SERVICES TO BE PERFORMED Consultant shall provide the City with professional consulting services to further the City's optimization program, including training and technical enhancements related to the City's balanced scorecard and its asset and work management program, all to be coordinated with ongoing efforts related to the implementation of mobile work management business processes and supporting technology. SCOPE OF SERVICES A. AUTHO*ZED SERVICES The authorid scope of services consists of four main tasks: Balanced Scorecard Technology Enhancements, MAXIMO Er*edded Map, Reengineering Wrap -up for Section 1 Departments, and Strategy for Departments not yet Reengineered. Task 1. Balapced Scorecard Technology Enhancements Provide technical enhancements and associated documentation and training for the City's balanced scorecard. Enhancements may include Abili* for departments to attach notes to scorecard actuals (viewable on the dashboard) in order to explain anomalous or off - target data, to provide background information to assist in the interpretation of the data, or to describe measures being taken to improve performance Autotnatically flagging actuals that are derived from preliminary data so that it is readily apparent which numbers are still subject to change Providing additional charting and reporting capabilities for trend analysis Assistance with the implementation of new metrics (including those that may be defined in partnership agreements for internal service delivery) Modcations to data capture procedures to take advantage of improvements being made to source business systems. This task willbegin with a planning session to identify and prioritize future enhancements and document the details of each enhancement to be completed under this task, including the percentage of task budget to be allocated to each enhancemerd. Consultant will submit a more detailed schedule for the technical enhancements following this planning session. The City will provide approved vpn access to the balanced scorecard database for Consultant's technical staff and will provide a mechanism for Consultant's developers to post and test modified CFM files. Task 9 Delivarables: Detailed Plan and Schedule, Technical Enhancements as Sperr ;';--r ;- f^ h­ City and Consultant 2007 -063 03/20/07 M2007 -072 Task 2. MA*MO Embedded Map EMA Consultant 41 provide business process training and technical services to replace the City's current MAXGIS web application vwh an embedded MAXIMO map that provides seamless integration of the call center's workflow with the service delivery processes within the departments that use MAXIMO. Within the MAXIMO development environment, Consultant will install and configure the web client applet to use the ArcSDE Geodatabase, configure the rendering properties controlling the map symbols and scale dependent drawing for each data layer, and install and configure map server and enfant components. Consultant will configure the MAXIMO menu interface items and update deployment files and deployment descriptor files for MAXIMO This will include only the base embedded map functions: (1) show work orders on map, (2) attach selected map location to work order and (3) set/show work order query results on map (no customizations). Consultant will test the embedded map with a team of City testers. Consultant will provide technical documentation for supporting the embedded map and will update the City's Manual of Practices to explain how to use the embedded map for customer calls and work management. Consultant will conduct training sessions on the embedded reap, including two sessions for Call Center personnel and two sessions for service delivery personnel. After training, Consultant will migrate the embedded map to the MAXIMO production environment, retire the existing MAXGIS application and provide on -site support for one week during the go -live period. Consultant \WI implement the embedded map to integrate with ESRI's latest version (9.2). This City will install 9.2 for use with the MAXIMO development environment (so that all MAXIMO integration testing of the City's 9.2 upgrade can be handled with the testing of the embedded map). The City will ensure consistency between the MAXIMO development and production environments prior to the modification of the development environment to support the embedded map (to ensure a smooth transition from development to production) This task will be coordinated with ongoing mobile MAXIMO deployment activities Task 2 Deliverables: Embedded Map Implementation, Technical Documentation, Updated Manual of Practices, 4 Half - Day Training Sessions Task 3. Reeltgineedng Wrap -up and Transition to Continuous Improvement When the Cky first launched its reengineering program, it divided the effort into two main sections. Section 1 of the program included a pilot in the Water and Wastewater utilities followed by roll -out to Storm Water, Gas, Streets, Solid Waste, Faci#ty Maintenance and Park and Recreation. The Section 1 departments have deployed new business processes, organizational structure and technology to support efficient, effective service delivery. Baseline performance data and the tools to continuously improve performance are now in place, and front -line personnel are using the new tools and to *hniques on a daily basis. The final step in this transition is to ensure that departmental leadership and senior managers understand how to make the most of the City's investment. Consultant will work with the City's business process and optimization coordinators to develop and facilitate a Re- engineering Wrap -Up workshop for the leadership /strategy teams for each Section 1 department: Water, Wastewater, Storm Water, Gas, Streets, Solid Waste, Facility Maintenance, and Park and Recreation. The purpose of these departmental workshops is to review the established baselines and look at ways to apply the City's new tools and techniques at a senior level. This will include a review of balanced scorecard actuals and practical application of the asset, customer, and work management and geographic information systems. Consultant will review the types of information that are available and the ways this data can support the tactical and strategic decisions that each department faces This includes not only the mechanics of business case development but also the analysis of specific opportunities to improve efficiency and effectiveness, with an emphasis on full utilization of available technology. Each workshop wdl conclude with an action plan geared toward the following general outcomes: Department leadership understands the nature of the business information available and knows how to retrieve and use it. Department strategists can explain any ongoing issues with the reliability of business data (and the associated data capture business processes), and can explain the steps the department is taking to improve data quality. The department can demonstrate now it using available tools to analyze and improve specific areas of performance. The action plans will include deadlines that will be coordinated with a series of wrap -up sessions at which the departments will present their data analysis and performance improvement tactics to City executives. EMA will work with the City's business process and optimization coordinators to assist each department and will facilitate the wrap -up sessions This task will be coordinated with ongoing mobile MAXIMO deployment activities. ask 3 Deliverables: 8 Half -day Workshops.. 8 Wrap -up Sessions Task 4. Str egy for Departments Not Included in Section 1 (Task 3 above). EMA will faclitate executive workshops (back -to -back half day sessions) to identify opportunities and establish priorities for reengineering activities to be managed and executed by City personnel. These workshops may include a review of Section 1 reengineering progress. EMA will work with the City's strategy management personnel to develop agenda items and vl facilitate the executive -level workshops and follow -up sessions. The City will arrange the logistics for these workshops. Follow -up sessions may include training City personnel or contractors to support the City's reengineering activities The workshops may be scheduled quarterly or more frequently as deemed appropriate by the City's strategy management personnel. Task 4 Deliverables: 4 Executive Workshops (Scheduled as 8 Back -to -Back Half -day Sessions), 8 Half -day Follow -up Sessions B. ADDITIONAL SERVICES Any work not included in the basic services scope is considered Additional Services. The City Manager, or his designee, may authori*e in writing additional services provided that such services do not require an increase in the total authorized fee. Additional services requiring an increase in the authorized total fee will be evidenced in writing as an amendment to this contract. The City will not pay the fees of expert or technical assistance and consultants unless such employment, including the rate of compensation has been previously approved in writing by the City Manager, or his designee. 111. FEII FOR SERVICES AUTHORIZED The Citywill paythe Consultant a fixed fee not to exceed $300,000 for Tasks 1 -4 and additional services as may be mutually agreed by City and Consultant. as described in Sections II.A and 11.13 herein, subject to appropriation of funds and written authorization to proceed. This fee will be full and total compensation for all services provided or expenses incurred in performing the tasks referred to in Tasks 1 -4 (or other tasks as may be mutually agreed by City and Consultant) from Section II.A. A total fee of $300,000 is authorized for FY2006 -2007. Consultant will submit monthly statements for services rendered. For services provided in Section II, payment will be made based upon the Consultant's estimate of the portion of work completed. In no case will payments exceed 90% of the total fee for a particular task prior to receipt of all deliverables for that task. The City will make prompt monthly payments ,n response to Consultant's monthly statements Summary of Services and Fees are listed as Table 1 - Summary of Fees. Tabb 1 - Simmary of Fees: Task Task 1. Balanced Scorecard Technology Enhancements Cost $ 60,000 Task 2. M MO Embedded Map $ 150,000 Task 3. Se *n 1 Reen ineerin Wrap-up and Transition to Continuous Improvement $ 50,000 Task 4 Re w of Departments Not Included in Section 1 $ 40,000 TOTAL $ 300,000 IV. SCHEDULE OF SERVICES The Consunt agrees to begin work immediately upon receipt of written notice to proceed of this contract. The Consultant it authorized to proceed immediately with Tasks 1-4. The preliminary schedule for completion of each task is attached as Exhibit A. V. TEPIMINATION OF CONTRACT The City may., at any time, with or without cause, terminate this contract upon seven days written notice to the Consultant at the address spe&ied below. If termination occurs prior to the final completion and approval of the project, the Consultant %Yell be paid a reasonable compensation for the services actually rendered by it in accordance with the above - described schedule of fees and in proportion to the amount of work done on such stages or phases as have been authorized The foregoing will not be construed to require the City to compensate the Consultant for any services not performed in a proper, professional manner VI. NOTICE ADDRESS Correspondence concerning this contract will be sent to the City and Consultant as follows: City. Optimization Strategy Manager City of Cows Christi P.O. Box 77 Corpus Christi, Texas 78469 -9277 361- 826 -3682 Consultant: EMA, Inc. 10777 Westheimer, Suite 1100 Houston, Texas 77042 -3462 713 - 858 -2425 Fax:713- 975 -8219 VII, ASOGNARWITY Other than as provided elsewhere in this contract, the Consultant will not assign, transfer or delegate any of its obligations or duties under this contract to any other person without the prior written consent of the City, except for routine duties deleted to personnel of the Consultant's staff. No part of the Consultant's fee may be assigned in advance of feceipt by the Consultant without written consent of the City Manager, or his designee. VIN. INSIRANCE The Consultant will comply with the insurance requirements on attached Exhibit B.. IX. DISCiOSURE OF INTEREST In compliance with City of Corpus Christi Ordinance No. 17112, the Consultant agrees to complete the Disclosure of Interests form attached hereto as Exhibit C. X. INDEPENDENT CONTRACTOR Consultant shall perform all professional services as an independent contractor and shall furnish such services in its own manner and method, and under no circumstances or conditions shall an agent, servant, or employee of the Consultant be considered an employee of the City XI. SUBCONTRACTORS Consultant May use subcontractors in connection with the work performed under this Agreement. When using subcontractors, however, Consultant must obtain prior written approval from the City. In using subcontractors, Consultant agrees to be responsible for all their acts and omissions to the same extent as if the subcontractor and its employees were employees of the Consultant. All requirements set forth as part of this Agreement shall be applicable to all subcontractors and their employees to the same extent as if the Consultant and its employees had performed the services XI1. VENUE AND APPLICABLE LAW This Agreement shall be subject to all Federal, State and local laws. The applicable law for any legal disputes arising out of this Agreement shall be the law of Texas and such forum and venue for such disputes shall be the appropriate district, county, or justice court in and for Nueces County, Texas. XIII. WAIVt No waiver of any breach of any term, or condition of this Agreement, shall be construed to waive any subsequent breach of the same. XIV. INDEMNIFICATION Consultant must indemnify and hold City, its officers, employees or agents ( "Indemnitees ") harmless of, from, and against all claims, demands, actions, damages, losses, costs, liabilities, expenses, and judgments recovered from or asserted against Indemnitees on account of injury or damage to any person or property to the extent any such damage or injury may be caused by a negligent act, error or omission or willful misconduct on the part of Consultant, or any of its agents, servants, contractors, or employees in performance of this Agreement. XV. AMENDMENTS OR MODIFICATIONS. No amendments or modifications to this Agreement may be made, nor any provision waived, unless in writing signed by a person duly authorized to sign agreements on behalf of each party. CITY OF CORPUS CHRISTI / EMA, INC. / /, 3 lay _ By: - 5 I9 /A)� GUoV Noe Date Date City Manager ATTEST: Armando Chapa, Date City Secretary APPROVED AS TO FORM: Assistant Cit*-A torney Date JkU 1 tlUliL`4 EXHIBIT A PRELIMINARY SCHEDULE IL Task NMe Fab '07 Mer'07._ Apr'07_ x'07_ J __. Aug '07 SOWN I Nov '07 Doc '07 un ''07 � Jul '07 '07 S '07 Optfmisrlon ProWess Coosulthg Services Task 1 0elanoW Scorecard Technology = nhencement<_ `a02 MkAMO Embedded Map 4 Taak3 Sections Reengneering Wrap-u2 lask4 Fwaita Workshops and Strategy Sessions Exhibit B INSURANCE REQUIREMENTS Consultant's Liability Insurance A Consultant must not commence work under this agreement until all insurance required herein has been obtained and such insurance has been approved by the City. Consultant must not allow any subcontractor to commence work until all similar insurance required of the subcontractor has been obtained. B Consultant must furnish to the City Risk Manager two (2) copies of Certificates of Insurance, showing the following minimum coverage by insurance company(s) acceptable to the City's Risk Manager. The City must be named as additional insured for the commercial /general liability and automobile liability policies and a waiver of subrogation is required on all applicable policies. TVIPE OF INSURANCE MINIMUM INSURANCE COVERAGE i 30-Day v0ritten notice of cancellation, reduction Bodily Injury and Property Damage in limits My endorsement, non- renewal or Per occurrence / aggregate termination is required on all certificates Commercial General Liability including: : $1,000,000 Combined Single Limit 1. Commercial Form 2. Premises — Operations 3. Products/ Completed Operations 4. Contractual Liability 5. Independent Contractors 6. Advertising and personal injury Commercial Automobile Liability to include: $1,000,000 Combined Single Limit Hired & Ion -owned vehicles _ Which complies with the Texas Workers' Workers' Compensation Compensation Act and Paragraph II of this exhibit Employers' Liability _ _ $500,000/ $500,000/ $500,000 Consultants Professional Liability Insurance $!,000,000 each claim / aggregate including 1. Professional Liability — Errors & Omissions C. In the event of accidents of any kind, Consultant, Inc. must furnish the Risk Manager with copies of all reports of such accidents within ten (10) days of accident. 2007 E164A contract insurance requirements 3 -14 -01 ep Risk Mgmt II. ADDITIONAL REQUIREMENTS A Consultant must obtain workers' compensation coverage through a licensed insurance company in accordance with Texas law. The contract for coverage must be written on a policy and endorsements approved by the Texas Department of Insurance. The coverage provided must be in amounts sufficient to assure that all workers' compensation obligations incurred will be promptly met. B. Certificate of Insurance: • The City of Corpus Christi and the Corporation must be named as an additional insured on the liability coverage and a waiver of subrogation in favor of the City of Corpus Christi and the Corporation on all applicable policies. • If your insurance company uses the standard ACORD form, the cancellation clause (bottom right) must be amended by adding the wording "reduced in limits by endorsement or between "be" and "canceled ", and deleting the words, "endeavor to ", and deleting the wording after "left ". In lieu of modifications of the ACORD form, separate policy endorsements addressing the same substantive requirements are mandatory. • The name of the project must be listed under "Description of Operations ". • At a minimum, a 30 -day written notice of reduction in limits by endorsement, non - renewal, termination or cancellation is required. • If the Certificate of Insurance on its face does not show the existence of the coverage required by items 1.13 (1) -(6), an authorized representative of the insurance company must include a letter specifically stating whether items 1.13. (1) -(6) are included or excluded. 2007 EMA contract ins. req. 3 -14 -07 ep risk Mgmt "^^a SUPI.IER NUMBER City ot- TO K S KINED B ( DIVISION' r'i'm- - C orpus Christi CITY OF CORPUS CHRISTI DISCLOSURE OF INTEREST Exhibit C All persons or firms seeking to do business with the City must provide the following information. Every question must be answered. If the question is not applicable, answer with "NA ". See reverse side for definitions. COMPANY - _ NAME A j _4 / _t( P. O. BOX: N I/F STREET:) f _. # l r UU CITY: f�4 %hw-\ l X ZIP:�"l FIRM IS: 1. Corporation ( ?. Partnership 4. Association r i. Other ( ( ) 3. Sole Owner ( ) DISCLOSURE QUESTIONS If additionol space is necessary, please use the reverse side of this page or attach separate sheet. 1. State th# names of each '`employee" of the City of Corpus Christi having an "interest" in the above named "firm." Name Jab Title and City Department (if known) NtA- 2. State tht names of each Council Member of the City of Corpus Christi having a "substantial interest' in the above named "`firm." Name Wk Title 3. State th# name's of each and member" of t e City of Corpus Christi having a "substantial interest tote a ve named "firm." Name Board, Commission, or Committee 4. State the names of each employee or officer of a "consultant' for the City of Corpus Christi who worked on any matter related to the subject of this contract and has an "interest' in the above named "firm." Consultant CERTIFICATE I certify :that all information provided is true and correct as of the date of this statement, that I have not knowingly withheld a closuvee of any information requested: and that supplemental statements will be promptly submitted to the City of Cous Christi, Texas as changes occur. Certifying Person: _2 I (/ Title: �l C e Pi�S \D�&•� Signature of Certifying Person: — Date: DEFINITIONS a. "Hoard member.*' A member of any board, commission, or committee appointed by the City Council of the ON of Corpus Christi, Texas. b" "Employee." Any person employed by the City of Corpus Christi, Texas either on a full or part-time basis.. but not as an independent contractor. c. "Firm." Any entity operated for economic gain, whether professional, industrial or commercial, and whether established to produce or deal with a product or service, including but not limited to, entities operated in the form of sole proprietorship, as self - employed person, partnership, corporation, joint stock coapany, joint venture, receivership or trust, and entities which for purposes of taxation are treated as non- profit organizations. d. "Interest." Any direct or indirect pecuniary or material benefit in a contract or transaction other than: (1) An interest which is shared by and available to all other persons similarly situated; or (2) A remote or incidental interest which would not increase or decrease materially due to the action of the city or is less than two hundred dollars ($200.00) in value; or (3) An interest of a subcontractor which has no direct contractual relationship with the city, is receiving fair and reasonable compensation, and is not operating as a subterfuge to circumvent the code of ethics; or (4) An interest in real property acquired by the city which could otherwise be accomplished only through eminent domain provided that the property must be acquired for a public purpose andjust compensation must be paid under the Texas Constitution after obtaining an independent appraisal. e. "Substantial Interest" Any interest which has a value of five thousand dollars ($5,000.00) or more or represents ten (10) per cent or more of a person's gross income during the most recent calendar year. "Coeesultant." Any person or firm, such as engineers and architects, hired by the City of Corpus Christi for the Purpose of professional consultation and recommendation.