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.